Business Support Assistant Bolgatanga at World Food Programme (WFP)

About The Job
Job Purpose:  

• To deliver a wide range of business support processes and activities for a specific professional area of work, to facilitate effective service delivery.

Major Duties And Responsibilities:

• Under the direct supervision of the Head of Field Office/Emergency Coordinator the Business Support Assistant will be responsible for the following duties.
• Perform general and specific administrative duties, assist the Head of Field Office in coordinating programmes and operations in the field. Establish and maintain contacts list of partners and key collaborators.
• Assist in convening meetings (internal and external) with staff, partners, and stakeholders; and take minutes of meetings. Keep calendar of key activities, events, and meetings, and ensure reminders and follow-up actions.
• Provide protocol support including ensuring hotel reservations, travels, visas acquisition, and airport pickups among others.
• Receive, screen and log correspondence and bring to the attention of Head of field Office.
• Keep track of MOUs, LOUs, FLAs and other agreements or contracts at the field level.
• Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
• Manage and maintain records and databases, to ensure information is organised and readily available for staff.
• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
• Contribute to improvement of business procedures and processes.
• Collect and perform basic analysis of data to contribute to quality business information management.
• Supervise junior staff and provide guidance in the performance of their duties.
• Perform other related duties as may be assigned by the Head of Office.

Desired Experiences for Entry into the role:

• Demonstrate responsibility, proactiveness and initiative to respond and/or act independently under minimal supervision and general guidance. Ability to think on the spot and use judgment in dealing with unforeseen daily operational challenges.
• A minimum of five years of progressive work experience in administration and supporting role related to programmes and/or operations.

Minimum Academic Qualifications:

• A minimum of first degree in Social Sciences, Development Studies, Administration, Communications, Public Relations, or any other related qualification. A master’s degree in any of the above fields is an added advantage.

Language:

• Fluency in English language is essential. Knowledge of local languages spoken in northern Ghana will be an advantage.