Business Support Assistant

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP’s values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

Key Responsibilities

• Working closely with Business Support Associate, performs, under minimal supervision, the full range of office management at the Front Office and administrative support functions to Deputy Regional Director for Asia and the Pacific.
• Assists in maintaining calendar/schedules for Deputy Regional Director; receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps, monitors changes and communicate relevant information to appropriate staff inside and outside the immediate office.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, visa applications, etc.) for Deputy Regional Director for Asia and the Pacific and staff under supervision of the Management Office as assigned.
• Maintains liaison with senior officials in other units regarding on-going activities and other administrative matters; monitors processes and schedules related to the Management office’s activities and tasks, etc.
• Ensures smooth and efficient information flow within the office; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Provides support in the coordination of service-wide activities, meetings, training, and events of the Management Office.
• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
• Drafts correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
• Supports the Regional Bureau knowledge management, with maintaining the shared drive updated of key documents, structuring folders and files for easy access for RBB staff.
• Performs other duties as assigned.

EDUCATION:

• Completion of secondary school education. A post-secondary certificate in the related functional area and preferably supplemented by a university degree.

EXPERIENCE:

• Five or more years of progressively responsible work experience in the relative business stream with experience in general administrative work for Senior Managers, Directors, and Executives.

Source: https://wd3.myworkdaysite.com/en-US/recruiting/wfp/job_openings/job/Bangkok-Thailand-The-Kingdom-Of/Business-Support-Assistant–Management–G5_JR107307