Business Support Assistant

JOB PURPOSE

The incumbent will provide overall business and front office support for a small team. Reporting to the Director, the Business Support Assistant will be expected to deliver standard staff assistance and office administrative support including IT and procurement for the WFP Office in Ottawa.

KEY ACCOUNTABILITIES

  • Provide dedicated staff assistant support including: managing calendar; maintaining contact lists; gathering information and assisting in the preparation and/or consolidation of documentation and correspondence; u pdating charts, tables and simple templates.
  • Contact external stakeholders to schedule meetings.
  • Provide administrative support for high-level visits and events.
  • Provide office administrative support including: respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients; set up and maintenance of office files (sharepoint); purchase office supplies and equipment locally including the tendering process; arrange for distribution and maintain inventory of all office equipment (eg. computers, furniture, mobile phones); operate and ensure the maintenance of communal office equipment, such as photocopier, fax machine, printer and scanner (if/when not working from home); maintain stationery supplies, including supplies for communal equipment.
  • Proof-read correspondence in both English and French languages

SPECIFIC POST REQUIREMENTS (As required by the Hiring Manager)

Essential

  • Experience in administrative office support
  • Proficiency in the use of Word, Excel
  • Some experience in procurement activities
  • Some experience in correspondence translation English to French

Desirable

  • Work experience with WFP or a UN agency

STANDARD MINIMUM QUALIFICATIONS & EXPERIENCE

Education

  • Completion of secondary school education.

Language

  • Fluency in both oral and written communication in English and French

Experience

  • Three or more years of experience in general administrative work. Work experience with WFP or a UN agency is desirable but not essential.

Knowledge and Skills

  • Good knowledge of the application of common business processes, practical business support methods, procedures and systems gained through technical training and work experience.
  • Good communication skills in order to provide business support services to a wide range of individuals.
  • Ability to build relationships with a variety of individuals across functions.
  • Ability to maintain confidentiality.

Applicants must be:

  • Canadian nationals holding a valid passport and/or identity card.
  • Non-Canadian citizens holding a valid Resident Permit to work and live in the country.
  • Able to work from home.

More information: https://bit.ly/3i9QTsx

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