External/Internal Vacancy Announcement
No. WFP/GHA/ BSA /BOLGA/May/2023
BUSINESS SUPPORT ASSISTANT
Deadline for Application: 10 days from day of publication
The Office of the UN World Food Programme (WFP) Accra invites applications from suitable candidates to fill the vacancy below.
Job Title: : Business Support Assistant
Duration: : 12 Months (renewable)
Post Grade: : SC5
Duty Station : Bolgatanga
JOB PURPOSE:
To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.
MAJOR DUTIES AND RESPONSIBILITIES
Under the direct supervision of the Head of Field Office/Emergency Coordinator the Business Support Assistant will be responsible for the following duties.
- Perform general and specific administrative duties, assist the Head of Field Office in coordinating programmes and operations in the field. Establish and maintain contacts list of partners and key collaborators.
- Assist in convening meetings (internal and external) with staff, partners, and stakeholders; and take minutes of meetings. Keep calendar of key activities, events, and meetings, and ensure reminders and follow-up actions.
- Provide protocol support including ensuring hotel reservations, travels, visas acquisition, and airport pickups among others.
- Receive, screen and log correspondence and bring to the attention of Head of field Office.
- Keep track of MOUs, LOUs, FLAs and other agreements or contracts at the field level.
- Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
- Manage and maintain records and databases, to ensure information is organised and readily available for staff.
- Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
- Contribute to improvement of business procedures and processes.
- Collect and perform basic analysis of data to contribute to quality business information management.
- Supervise junior staff and provide guidance in the performance of their duties.
- Perform other related duties as may be assigned by the Head of Office.
Desired Experiences for Entry into the role:
Demonstrate responsibility, proactiveness and initiative to respond and/or act independently under minimal supervision and general guidance. Ability to think on the spot and use judgment in dealing with unforeseen daily operational challenges.
A minimum of five years of progressive work experience in administration and supporting role related to programmes and/or operations.
Minimum Academic Qualifications