Business Support Assistant, SC4, Cox's Bazar

Under the overall guidance and supervision of the Head of Unit, the incumbent will be responsible for the following duties:
1. Assist in processing and management of routine administrative and financial tasks to contribute to the effective and timely management of resources such as raising Purchase Requisition, Micro Purchase Orders, monthly cash forecast invoices, etc.
2. Support processing and managing invoice for Supply Chain (mainly CBT-Retail , Engineering Support unit, Livelihhod Unit) including invoice reception, registration, analysis, submission to Finance Unit, safekeeping of all supporting documents in hard or in the soft copy where and as applicable.
3. Process data entry requests in WFP’s Corporate System received from the field and coordinate with stakeholders in case of discrepancies.
4. Organize and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required. Enter accurate data in the corporate systems within the established deadlines and be the first point of contact for internal actions.
5. Provide analysis on status tracking, e.g. open Purchase Orders, Funds, Grant balances, progress reporting, and refer to the supervisor discrepancies, to support maximum fund utilization and decision-making process.
6. Take responsibility for the maintenance of set standard systems and files such as reports, documents, and correspondence to ensure information is accurate and readily available for the function.
7. Draft correspondence and maintain communication with a few individuals regarding project management matters and related processes to clarify any discrepancies and optimise the use of resources.
8. Schedule meetings and prepare, collate, and route documents in preparation of meetings and for approvals or releases.
9. Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations.
10.  Review, record, and prioritise purchasing requests, ensuring all supporting documentation is received, and funding is available, to enable the procurement of goods and services.
11. Respond to queries and escalate where appropriate, to provide timely and accurate service to external and internal stakeholders.
12. Perform other related duties as required.