Business Support Assistant/Driver SC 4

ORGANISATIONAL CONTEXT:

In 2018, WFP established its presence in the Caribbean with a Multi-Country Office in Barbados to offer support to 22 countries and territories across the English- and Dutch-speaking Caribbean through emergency preparedness and response, and technical assistance and capacity strengthening programmes.

In times of crisis, WFP works with partners to provide direct assistance when events surpass national and regional capacities by delivering food, cash or voucher assistance, or through emergency logistics or emergency telecommunications service provision.

The WFP Caribbean Multi-Country Office’s technical assistance and capacity strengthening programme focuses on vulnerability analysis and mapping; end-to-end supply chain management; shock responsive social protection; food systems strengthening; and climate risk financing.

JOB PURPOSE:

To provide efficient and effective business and administrative support and whenever required provide safe and reliable transportation of authorized personnel and/or commodities in Belize. Following the guidance outlined in Directive RMM2018/002, the employee would be required and authorized to comply with and conduct driver responsibilities accordingly.

This position reports to the Head of the Belize Satellite Office or their designate.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

1. Gather information with clear direction to support the drafting of documents, preparing reports by other staff, and update/maintenance of database/records.
2. 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.
3. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service.
4. Provide guidance on routine business support methods and practices to colleagues to ensure services are delivered consistently and to the required standards.
5. Facilitate upkeep of the Office premise including repairs and maintenance, janitorial, security, etc.
6. Maintain adequate inventory of office supplies and visibility items and ensuring request is made to replenish stocks.
7. Provide support in Travel for Guyana Office, including providing assistance with visa and customs formalities to facilitate smooth and safe entry and arrival to the authorized destinations.
8. Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
9. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
10. Keep accurate record of cash and petty cash journals and submit monthly reports in a timely manner.
11. Maintain a standard set of systems and files, to ensure information is accurate and readily available for the finance function.
12. Provide transportation of authorized personnel, and/or delivery of various items/commodities following authorized routing and UN safety and security rules and regulations to ensure safe and efficient services, including meeting official personnel and visitors at the airport.
13. Ensure cleanliness, good condition, service schedule adherence, and general maintenance of the vehicles including all equipment.
14. Maintain legal compliance of WFP vehicle(s), and efficiently plan and coordinate WFP vehicle maintenance to ensure vehicles are fully equipped with required travel authorisations and supplies, assigned equipment on board is in a good condition to support safe and efficient services.
15. Follow established rules and regulations for field deliveries and/or in cases of an accident, and report immediately to the supervisor on any apparent problems, to seek for instructions and facilitate informative decisions on the way forward.
16. Any other related duties as assigned.

OTHER POST REQUIREMENTS (details to be determined by Post Managers):

As a humanitarian organization, WFP provides emergency response support to the 22 English and Dutch-speaking countries in the Caribbean. In this role, the incumbent may be required to:

• Support the Unit's emergency response activities.
• Deploy to affected countries to assist with operations as required.
• Work beyond regular working hours as needed.

STANDARD MINIMUM QUALIFICATIONS AND EXPERIENCE:

Education:

• Completion of secondary school education.
• Formal driver training with a valid driver’s license to operate light vehicle such as a motor van or pickup.
• Experience:
• Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
• Experience driving safely and responsibly complying with the applicable driving laws, driving a manual or stick shift vehicle.
• At least two years of experience in a driver role would be an asset.

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Ability to independently execute work processes and routines with minimal supervision.
• Ability to demonstrate a client-oriented approach, high sense of responsibility, courtesy and tact.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
• Knowledge of driving rules and regulations, chauffeur protocol and courtesies, local roads/waterways and conditions, and security issues.
• Knowledge of safety standards and safety equipment (e.g. fire extinguishers, buoyant wearable safety devices, etc.).
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Basic skills to assist in case of emergency, knowledge of first aid basic methods.
• Knowledge and ability to use radio, email, telephone and other applications.

Language:

Fluency in both oral and written communication in the English language