World Food Programme (WFP)
POSITION LISTING DETAILS:
Job Title: Business Support Assistant- Fleet Management
Type and Level of Contract: Fixed Term, GS4
Functional Unit: Management Services (Administration)
Duty Station: Lilongwe (1)
Duration of Contract: 12 Months (renewable)
Date of Advertising: 14.06.2024 Deadline: 27.06.2024
ABOUT WFP
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
ORGANIZATIONAL CONTEXT
This job is based at Lilongwe Country Office in Malawi. At this level, work is carried out under minimal supervision. Job holder is expected to produce organized and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.
JOB PURPOSE
Business Support Assistant is responsible to deliver standard business support processes under fleet management for effective service delivery.
WHY JOIN OUR TEAM!?
WFP partners with the Malawi Government, other UN agencies, NGOs, civil society and the private sector, to achieve Sustainable Development Goals (SDGs) by 2030, with a particular emphasis on reaching Zero Hunger (SDG 2), and aligning with government strategies, particularly its Vision 2063.
WFP focuses on innovation, resilience programming and climate change adaptation to address underlying challenges in the food systems.
Our work improves livelihoods for smallholder farmers and other vulnerable populations, with an emphasis on women and youth.
- WFP is a 2020 Nobel Peace Prize Laureate.
- WFP offers a highly inclusive, diverse, and multicultural working environment.
- WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
- A career path in WFP provides an exciting opportunity to work across various countries, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
- WFP offers a competitive benefits package including salary, leave plus medical insurance.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Provide support to the head of section in planning optimal fleet for Country office programs.
2. Assign vehicles to clients for program delivery.
3. Monitor and schedule vehicle maintenance with the designated services provider at the preset interval and follow up on vehicle performance, related job cards/invoices for timely processing.
4. Conduct bi- annual vehicle inspections/comprehensive reports, documentation, correspondence, briefing notes, etc.
5. Actively seek and use feedback to improve business processes and procedures.
6. Respond to queries and escalate where appropriate, to provide a timely and accurate service to clients.
7. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
8. Monitor/update validity of documents for vehicles and drivers in the corporate system.
9. Take responsibility for the vehicle registration/deregistration process with relevant authorities.
10. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
11. Provide guidance on routine vehicle maintenance and best practices to ensure services are delivered consistently and to the required standards.
12. Gather information with clear direction to support the drafting of documents and preparing reports by other staff.
13. Assist managers in planning, monitoring and reconciling budget(s) to ensure that planned financial resources are used effectively.
14. In line with IPSAS compliance, take responsibility for the timely funds commitment for recurring services.
15. Undertake any other duties assigned from time to time.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary education in Business Administration, Management or other related functional area.
Experience: Four or more years of progressively responsible work experience in the fleet management or related business stream with experience in general administrative work.
Language: Fluency (level C) in English language and any local language .
KNOWLEDGE & SKILLS:
• Proficient in the use of office equipment and computer software packages.
• Knowledge of work routines and methods to complete processes under minimal supervision.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Good communication skills in order to provide specialized business support services to a wide range of individuals.
• Ability to offer guidance or basic on-the job training to more junior staff.
• Basic knowledge of motor vehicle mechanical
DEADLINE FOR APPLICATIONS
Deadline for receiving applications is 27 June 2024