Business Support Associate

World Food Programme, Dubai, United Arab Emirates

Skill Required:, Business Development/ Resource Mobilization
Preferred Experience: 
5 years
Closing Date for Applications: 
26th March, 2019


Job Description

ABOUT WFP:

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

WFP’s operation in the UAE was established in 2001 and has since become a crucial base for global humanitarian operations, supporting the emergency preparedness and fast intervention activities of both WFP and its humanitarian partners. The strategic location of the UAE, world-class logistics infrastructure, supportive host government and access to huge supplier markets makes WFP in the UAE ideally situated to deliver critical aid services to operations around the world.

STANDARD MINIMUM QUALIFICATIONS:

  • Education: Secondary school education. Training in administrative field supplemented by commercial or related courses is desirable. Bachelor’s degree will be an advantage.
  • Experience: At least five years of progressively responsible work experience in a variety of administrative roles and customer service (internal or external customers). Knowledge of procurement, logistics or shipping is highly desirable. Experience with local government administration, fleet management and warehouse operations would be considered an advantage.
  • Language: Excellent oral and written communication in English, able to write business communication such as e-mails and notes succinctly, clearly and professionally. Knowledge of French and/or Spanish is desirable.
  • Desirable Knowledge and Skills: Experience utilizing computers including MS Office and databases in daily work. Knowledge of vehicles and vehicle accessories. Ability to produce presentations and standard operating procedures and present them to various audiences.

ORGANIZATIONAL CONTEXT:

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Division Director or Country Directors. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit or Chief.
At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. They have responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.

JOB PURPOSE:

To coordinate and control a full range of business support services for a specific professional area of work, to ensure that services are delivered effectively.

Service Contract for duration of 12 months with possibility of extension.

Level: SC 6

Salary starts from AED 17,820.29 per month (inclusive of pension), plus insurance and other benefits.

Under the overall guidance and the direct supervision of the Fleet Centre Head of Finance and Administration, based in Dubai-UAE, the incumbent shall have the following duties and responsibilities:

KEY ACCOUNTABILITIES (not all-inclusive):

Liaison and Customer Service:

  • FLEET CENTRE’s liaison between stakeholders including but not limited to customers and logistics providers, to facilitate customer service;
  • Prepare cost proposals for customers, ensure document and financial flows
  • Follow up on customer queries and ensure payment is received for confirmed orders
  • Advise customers on fleet management: forecasting fleet requirement, technical advice on vehicle and accessory needs, advice on buying and using security equipment;
  • Designated unit spokesperson for visiting delegations at the warehouse. Conduct site visits for diplomatic missions/ government personnel and schools;
  • Coordinate logistics shipments to plan all shipments and warehouse management;
  • Responsible for the preparation and updates of Standard Operating Procedures in area of work;

Supply Chain Management:

  • Gather data such as exchange rate forecasts, future order volume projections, stock and model updates from vehicle manufacturers etc. to propose the level of the vehicle restock order to the FLEET CENTRE manager;
  • Assess customers’ needs: technical specifications, security and delivery time to inform purchasing decisions;
  • Ensure all customer documentation is available for speedy order processing;
  • Ensure a minimum stock level of accessories is constantly maintained to cater to regular and emergency dispatches;
  • Design and propose inventory management systems and processes to senior management;
  • Raise purchase requests on SAP (WINGSII) for all accessories and other non-vehicle requirements for FLEET CENTRE;
  • Ensure order process, operations efficiency, by
  • Verifying availability of stocks;
  • Send request for quotation to suppliers;
  • Aligning supplier quotations and customer requests;
  • Propose solutions to clients;
  • Seek approval from FLEET CENTRE manager;
  • Prioritize customer orders to ensure dispatch with minimum time lag between new stock arrivals and confirmed order dispatches;
  • Advise the workshop supervisor on priorities for work scheduling of the technicians;
  • Act as workshop supervisor in the absence of the incumbent;
  • Perform other related duties as required.

Source:https://career5.successfactors.eu//career?career_ns=job_listing&company=C0000168410P&navBarLevel=JOB_SEARCH&rcm_site_locale=en_GB&career_job_req_id=10...


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