Business Support Assistant, SC4

JOB PURPOSE

To deliver standard business support processes for the Office of Inspections and Investigations (OIGI) and facilitate effective service delivery.

KEY ACCOUNTABILITIES (not all-inclusive)

• 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 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 statistics and 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.
• Support Asset Management.
• Support the onboarding of temporary staff, liaise with HR for contract issuance and extensions. Support the onboarding process for newly appointed staff; support the separation process at the end of a contract.
• Create PRS and MPOs as per WFP regulations and finalise related payments.
• Prepare AP Memos and BCS documents as required to process staff reimbursements.
• Make travel arrangements and support events, manage related payments.

STANDARD MINIMUM QUALIFICATIONS

• Education: Completion of secondary school education and a post secondary certificate or diploma in business administration or related field.
• Experience: Four (4) or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• 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.
• Ability to offer guidance or basic on-the-job training to more junior staff.

Language:  Fluency in both oral and written communication in English.