Business Support Assistant G4, Ankara

WFP 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.

To deliver standard business support processes for a specific professional area of work, to facilitate effective service delivery.

Key accountabilities include:

• Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Support processing and managing routine administrative and financial tasks (e.g. travel, driving arrangements, petty cash and reimbursement requests, vendor creations, contact information, etc.) in various functional areas, to contribute to the effective and timely management of resources.
• Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• Identify simple discrepancies in data, such as missing information, and report to senior staff in order to support clients to deliver their work.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
• The delivery and collection of various items, documents to stakeholders following authorized routing and UN safety and security rules and regulations to ensure safe and efficient services.
• Responsible for accurate maintenance of the vehicle log books, and daily reporting to the supervisor on mechanical status to ensure efficient vehicle use and fuel consumption supporting accurate accounting and cost-efficiency.
• Efficiently plan and coordinate WFP vehicle maintenance to ensure vehicles are fully equipped with required travel authorisations and supplies, assigned equipment on board is in a good condition to support safe and efficient services.
• Follow established rules and regulations for field deliveries and/or in cases of an accident, and report immediately to the supervisor on any apparent problems, to seek for instructions and facilitate informative decisions on the way forward.
• Other administrative tasks as required.

Qualifications and experience:

Education: Completion of secondary school education. Formal drivers training with a valid driver's license/certification is desirable.

Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work. Experience in driving a variety of makes and models of vehicles, including vans, trucks and other kinds of motorized vehicles is desirable.

Knowledge and skills:

Ability to demonstrate a client-oriented approach, high sense of responsibility, courtesy and tact.

Knowledge in the use of office equipment and computer software packages, such as Microsoft Word.

Ability to identify data discrepancies and rectify problems requiring attention.

Knowledge of driving rules and regulations, chauffeur protocol and courtesies, local roads/waterways and conditions, and security issues.

Good understanding of transport services and ability to coordinate routes and schedules for Drivers.

Knowledge of driving/boat operating rules and regulations whichever applicable.

Knowledge of safety standards and safety equipment (e.g. fire extinguishers, buoyant wearable safety devices, etc.)

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Knowledge and ability to use radio, email, telephone and other applications.

Basic skills to assist in case of emergency, knowledge of first aid basic methods.

Language: Fluency (level C) in both oral and written communication in English, and in the duty station's language/Turkish.