Business Support Assistant

JOB PURPOSE

Business Support Assistant is responsible to deliver standard business support processes under fleet management for effective service delivery.

WHY JOIN OUR TEAM!?

• WFP partners with the Malawi Government, other UN agencies, NGOs, civil society and the private sector, to achieve Sustainable Development Goals (SDGs) by 2030, with a particular emphasis on reaching Zero Hunger (SDG 2), and aligning with government strategies, particularly its Vision 2063.
• WFP focuses on innovation, resilience programming and climate change adaptation to address underlying challenges in the food systems.
• Our work improves livelihoods for smallholder farmers and other vulnerable populations, with an emphasis on women and youth.
• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment.
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across various countries, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• WFP offers a competitive benefits package including salary, leave plus medical insurance.

KEY ACCOUNTABILITIES (not all-inclusive)

• Provide support to the head of section in planning optimal fleet for Country office programs.
• Assign vehicles to clients for program delivery.
• Monitor and schedule vehicle maintenance with the designated services provider at the preset interval and follow up on vehicle performance, related job cards/invoices for timely processing.
• Conduct bi- annual vehicle inspections/comprehensive reports, documentation, correspondence, briefing notes, etc.
• Actively seek and use feedback to improve business processes and procedures.
• Respond to queries and escalate where appropriate, to provide a timely and accurate service to clients.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• Monitor/update validity of documents for vehicles and drivers in the corporate system.
• Take responsibility for the vehicle registration/deregistration process with relevant authorities.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Provide guidance on routine vehicle maintenance and best practices to ensure services are delivered consistently and to the required standards.
• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Assist managers in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively.
• In line with IPSAS compliance, take responsibility for the timely funds commitment for recurring services.
• Undertake any other duties assigned from time to time.

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education. A post-secondary education in Business Administration, Management or other related functional area.
• Experience: Four or more years of progressively responsible work experience in the fleet management or related business stream with experience in general administrative work.
• Language: Fluency (level C) in English language and any local language .

Source: https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=833522