Overview
The Business Support Assistant – Travel and Assets Management will deliver business support processes in travel and transport management, asset administration, vendor and invoice processing, financial tracking, and administrative reporting, ensuring accuracy and compliance with standard WFP business support procedures.
Key Responsibilities
- Process daily Travel Authorizations (TAs) and ensure all TEC is complete after each trip/mission
- Coordinate air travel bookings, including PR/PO processing for tickets
- Maintain and update the monthly travel movement schedule
- Maintain the quarterly/monthly CO/FO travel tracker
- Conduct periodic WeTravel data cleanups to ensure integrity
- Facilitate quarterly travel alignment meetings with all units
- Support periodic review of the travel dashboard to ensure compliance
- Conduct periodic asset tracking and tagging exercises
- Monitor monthly asset condition reports in coordination with FOs
- Support preparation of monthly MS reports
- Support biannual and annual asset verification, physical counts, and reconciliations
- Support asset disposal processes, documentation, and register updates
- Support timely facilitation of PSB meetings
- Administer and maintain an active schedule of insurance policies for all assets and ensure timely updates for newly acquired or disposed assets, including managing claims
- Support the identification of obsolete inventory items and submit information to the BSA-Management services
- Manage weekly PO and invoice processing for all MS-related services
- Match / upload all vendor invoices in ITS and follow up all payments
- Support monthly PO reconciliation, quarterly reporting, and annual cash forecast inputs
- Prepare monthly resource management report inputs
- Provide input for the monthly cash forecasts
- Assist in coordinating official meetings, visits, and events, ensuring correct application of protocol procedures and VIP handling
- Assist international staff with immigration processes, including work permits, residence permits, visa applications, UNLP application processes, renewals, and liaison with government authorities
- Produce monthly and quarterly dashboards (travel, assets, vendor, cost)
- Support the Annual Work Plan (AWP) and BCP updates for Management Services
- Other duties as may be assigned from time to time
Required Experience
- Has demonstrated an ability to perform all routine administrative activities in line with WFP's operating standards through day-to-day work
- Has supported in providing ad-hoc guidance to new staff members
- At least 4 years of work experience in administration and support services or a related field
- Able to work in a multicultural environment
- Able to work under pressure and meet deadlines
Qualifications
- Grade 12 certificate with 5 O’levels, including English
- Diploma/Degree in Business Administration, Office Administration, Secretarial Studies, Public Administration, Management, Communications, or any related field
