Business Support Assistant- SSA L4

WFP

BPU is dealing with huge number of open confirmed grants, standing today at around 280 grants that require constant follow up, reporting, closure and expenditure on time within the TOD and TDD. This task is time consuming alongside other duties and responsibilities the unit has to undertake. The new staff member will be assisting the team on the reporting and reply to donors request, and act as a back stop for other team members when on leave.

Under the supervision of the Senior Budget & Programming Associate, the Business Support Assistant will:

• 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.
• Enter accurate data in the corporate systems within the established deadlines, to enable easy access to information and support planning and decision-making.
• Provide basic analysis, maintain accurate records and files, and assist in preparing periodic and ad hoc reports for further reviews, to support accuracy and efficiency of information presented to internal stakeholders.
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
• Provide basic analysis on fund and grant balances and refer to the supervisor discrepancies, to support maximum fund utilization and decision-making process.
• Assist in inserting and validating the fund proposals within the corporate systems to ensure accurate and timely processing.
• Assist in tracking and following up on the discrepancies between the in-Kind Purchase requisition and the Purchase Orders to ensure that any variations or mismatches are promptly addressed.
• Perform any other duties as may be assigned.

DELIVERABLES AT THE END OF THE CONTRACT

Number of donor reports produced and grants closed on time.