Business Support Assistant G3 Supply Chain

1. Perform administrative SRM activities in a timely and efficient manner to support the team in supplier onboarding qualification/registration activities.
2. Compile data documents and information to support successful supplier operational activities (e.g. Supplier Introduction requirements registration in UNGM technical documentation etc. ensuring standard processes are followed.
3. Review record apply due diligence and prioritize correspondence exchanges with suppliers ensuring all supporting documentation is received complete and ready for review and clearance by respective officers.
4. Monitor supplier requests coordinate with the SRM officer the responses to the queries or escalate to the higher level where appropriate to ensure timely and accurate feedback to incoming requests.
5. Maintain records related to the the area of responsibility in line with the practices established within the unit. Update and maintain relevant databases tracking sheets supplier folders etc. to ensure the information is accurate organized standardized and available for reference as required.
6. Actively participate in testing of newly established processes and systems to support supplier management activities.
7. Provide technical support to complete tasks to agreed standards and deadlines.
8. Other duties as required in line with experience and grade.

KEY RESPONSIBILITIES (not allinclusive nor exhaustive):

• Collect sort and disseminate correspondence reports and other material to meet the required demands of staff to time standards.

• Respond to routine queries received and escalate where appropriate to provide a timely and accurate service to clients.

• Proofread written documents such as standard reports and correspondence to contribute to the accuracy of written information developed by staff.

• Provide a set of standard business support activities where required to contribute to the effective functioning of business operations.

• Make travel arrangements and support events etc. to support staff to work effectively.

• Support the maintenance of office files documents and records in accordance with established systems and processes so that information is current and readily available for staff.

• Undertake standard data entry tasks in accordance with defined systems to ensure information is organized and readily available for the business team.

QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education.

Experience: Three or more years of experience in general administrative work.

Knowledge and Skills:

• Ability to use standard office equipment such as photocopiers and scanners.

• Knowledge of standardized business support work routines and methods.

• Knowledge of standard office software packages e.g. Microsoft word.

• Uses tact and courtesy to give and receive information with a variety of individuals.

• Good attention to detail to identify data discrepancies.

• Ability to work to deadlines and follow clear instructions.

Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty stations language if different.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.