Business Support Assistant (Management Services)

The Business Support Assistant will provide essential assistance to ensure smooth administrative operations, reduce bottlenecks, and maintain efficiency in a fast-paced environment within the Management Services Unit of WFP Armenia. The role involves processing administrative transactions, supporting procurement actions, coordinating logistics for meetings, managing office assets, and ensuring compliance with WFP procedures.

Responsibilities

• Process administrative transactions in WFP and maintain accurate records.
• Support minor procurement actions, including RFQs, price comparisons and vendor documentation.
• Communicate with suppliers to confirm orders, deliveries, and resolve issues.
• Support in catering and logistics for in-house meetings and workshops.
• Support in managing office assets and stationery: tagging, inventory checks, and stock replenishment.
• Support in disposing of the written-off inventory.
• Provide general administrative support, including filing, correspondence, and reception backup.
• Coordinate the cleaning and upkeep of storage areas in UN house as well as support in archive disposal which will include proper registration of documentation and filing.
• Assist in fleet management, including preparing vehicle reports, maintaining records, and following up on necessary maintenance.
• Ensure compliance with WFP procedures and timely service delivery.
• Perform other related duties as required.

Requirements

• Completion of secondary school education.
• A post-secondary certificate in the related functional area is desirable.
• At least 4 years of experience in general administrative work.
• Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes.
• Good grasp of WFP standards, processes, and infrastructure in area of responsibility.
• Ability to perform all routine administrative activities in line with WFPs operating standards.
• Ability to use standard office equipment such as photocopiers and scanners.
• Knowledge of standardized business support work routines and methods.
• Knowledge of standard office software packages, e.g. Microsoft Word.
• Uses tact and courtesy to give and receive information with a variety of individuals.
• Good attention to detail in order to identify data discrepancies.
• Ability to work to deadlines and follow clear instructions.
• Fluency (level B) in English and Armenian languages.
• Working knowledge of Russian language.

Skills

• General Administrative Work
• Administration best practices
• WFP standards and processes
• Routine administrative activities
• Use of office equipment
• Business support routines
• MS Word
• Data discrepancy identification
• Deadline Management
• Procurement Support
• Logistics Coordination
• Office asset management
• Compliance with Procedures

Languages

English, Armenian, Russian