World Food Programme is recruiting a Business Support Assistant SC5-(Procurement, 12 months Renewable contract) (m/f), to be based in Windhoek, Namibia.
Description
- Namibia is prone to recurrent climate induced shocks, notably drought, floods, and locust invasions. According to Integrated Phase Phase Classification (IPC) report (July 2020), an estimated 430,000 people (18% of the total population) are experiencing severe acute food insecurity with eight out of 14 regions in IPC 3 (Crisis) situation. This situation is made worse by the advent of covid19
- As a technical partner to government on food and nutrition security, strengthening associated support delivery mechanisms is at the core of WFP’s partnership with Government. In lieu of this, the Country Office has identified a suitable candidate as Business Support Assistant-System and procurement to augment its procurement business support. The candidate will contribute to strengthening WFP’s and the government’s capacities in operationalizing the objectives outlined in the WFP mandate
Duties
- Under the direct supervision of the Head of Partnership and Resource Mobilization, the Business Support Assistant, will have the following responsibilities:
- The Business Support Assistant serves as the point person for the products and services teams and will be responsible for the following duties:
- Utilize Knowledge Management systems for maintenance of relevant office documentation
- Utilize available digital solutions to reproduce documentation and background material for reference and action by the supervisor, as and when required
- Draft routine correspondence, memoranda, and reports. Format more complex documents by using the appropriate technology
- Facilitate administrative formalities and processes for the relevant team
- Assist in office inventory and support procurement and disposal of WFP property in an accurate and efficient manner
- Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g., issue tenders, evaluate offers and
negotiate/award contracts), ensuring standard processes are followed
- Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, to enable the procurement of goods and services
- Initiate purchase requisitions and micro purchase order for goods and services ensuring correct objects of expenditure and availability of funds
- Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions to ensure supplies reach
HQ and field operations
- Research collates and present information in standard formats, to enable informed decision making and consistency of information presented to the stakeholders
- Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports
reporting requirements
- Monitor office facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time
- Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff
- Arrange meeting/workshops as required
- Perform other related duties as required
Requisites
- Education: Minimum secondary school education, including or supplemented by courses related to the area of work
- Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work
- Proficient in the use of office equipment and computer software packages, including word processing, spreadsheet, and other standard software packages such as Microsoft Word
- Sound Knowledge of virtual office environment
- Knowledge of work routines and methods to complete processes under minimal supervision
- Ability to set up functional tracking systems for the receipt and delivery of goods and services
- Uses tact and courtesy to give and receive information to a wide range of individuals
- Ability to identify data discrepancies and rectify problems requiring attention
- Fluency in English, both oral and written communication
Notes
- Only shortlisted applicants will be contacted
- This is a 12 Months renewable Service Contract
- Net monthly salary range: NAD24613 - NAD32488
- Benefits: Annual Leave & Medical Insurance