Business Project Assistant
World Food Program - Other locations
Total years of experience :10 years, 6 Months
• Direct WFP Country Offices, other UN Agencies and NGOs towards Fleet Centre’s road-safety training services and promote road-safety capability development in support of the UN Road Safety Strategy.
• Assist WFP staff, other UN Agency and NGO client’s queries and service requests relating to Fleet Centre’s road-safety training programme and other light-vehicle based services.
• Assist in the planning and coordination of Fleet Centre road-safety related training events for WFP Country Offices and, under UN Reform, other UN Agencies and NGOs.
• Contribute to the development of the Fleet Centre Training Unit’s business proposals, initial cost-recovery and cost-share quotations.
• Liaise with Fleet Centre and WFP Dubai Country Office financial focal points. WFP Country Offices, other UN Agencies and NGOs to administer training related financial transactions.
• Liaise with WFP Dubai vendor registration focal point to ensure that all Fleet Centre vendors are registered on the WFP Supplier Roster to ensure they can receive WFP tenders for goods and services and submit bids.
• Liaise with WFP Dubai Procurement unit to raise Fleet Centre purchase requests, waivers, tender processes and general procurement activities and manage the Fleet Centre procurement and supply-chain processes to support training related activities.
• Liaise with WFP Dubai Finance unit and assist in the management of WFP Country Offices, other UN Agencies and NGOs Proforma Invoice, Purchase Orders and Final Invoice processes for Fleet Centre road-safety training activities.
• Liaise with WFP Travel unit to obtain training mission flight-ticket schedules and costs, purchase tickets and seek Travel Authorization (TA) and Travel Expenses Claims (TEC) for Fleet Centre training related activities.
• Liaise with WFP Dubai Protocol unit to ascertain mission specific requirements for visa types and protocol processes to support for Fleet Centre Training Unit missions.
• Coordinate with WFP Dubai Travel and Finance units for the allocation of Fleet Centre trainers’ pre-mission DSA advance payment.
• Manage the Fleet Centre road-safety training MS Excel dashboard to ensure training data is acquired, organized, distributed to the Fleet Centre FMS support unit and can be extracted when required.
• Manage Fleet Centre road-safety training feedback surveys for all Fleet Centre internet-based webinar training events, collate data and write evaluation reports for all internal and external stakeholders.
• Distribute authorized Fleet Centre road-safety training certificates to all trainees on successful completion of internet-based training webinars.
• Collate Fleet Centre field-based driver-training mission reports and trainee information sheets and seek the Fleet Centre Chief’s approval and distribute the reports to all internal and external stakeholders.
• Interact with WFP WINGS platform to manage Fleet Centre Training Unit’s the various critical business functions, including programme/project planning and implementation, procurement, supply chain, finance, travel and human resources.
• Administer the Fleet Centre asset inventory system and liaise with WFP Dubai office to ensure Fleet Centre’s local inventory items are correctly entered in GEMS.
Maintain all Fleet Centre Training Unit’s marketing materials using ‘VisMe’ on-line application and MS Visio info-graphic software and update Fleet Centre Portal as necessary.
• Produce compelling Fleet Centre comms content including, text, photos, graphics, videos and audio and liaise with WFP Dubai Communications Unit and WFP HQ Administration Unit focal points for use across a range of integrated on-line platforms and media to support advocacy, brand building, as well as to illustrate and demonstrate the impact of Fleet Centre’s services.
•Answer and direct phone calls.
•Receive courier and packages and prepare packages to be sent out.
•File documents and photocopying.
•Maintain tidiness and order in conference rooms, training rooms and ensure all promotional and training material is readily available.
•Liaise with facilities management such as workmen, cleaning etc. to ensure controlled access to GVLP premises and all works are done.
Administrative
•Maintain the GVLP accessory stock inventory master list: receive accessories from suppliers, generate bar codes, ensure database is updated and prepare monthly inventory value for Dubai Finance.
•Based on job cards prepared by workshop manager assemble and assign the correct accessories to each work order/technician.
•Monitor the availability of accessories and alert workshop supervisor to order new inventory in a timely manner.
•Perform a physical count of accessories at the end of every month.
•Determining customer requirements by communicating with them efficiently and professionally clarify desire information and researching any unknown answer to deliver most excellent customer service always and generate 100percent customer satisfaction.
•Responsible for acting as a liaison between customers and companies. Assists with complaints, orders, errors, account questions, billing, cancelations, and other queries
•Assist finance in completing Invoices for each GVLP customer quarterly.
•Assist GVLP staff in their duties during peak times
•Maintain and arrange the file room.
•Assists in training of other clerical staff scanning and key documents.
•Copy and fax, sort mail, hand out reports and memos.
•Sort materials to be filed from company and staff.
•Assist with typing as required.
•Assist other staff if there’s a load of work
•Perform other related duties as required