Business Support Assistant – Alkufrah

Overview of position

Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.

Role objectives

• Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
• Respond to standard queries and provide timely and accurate guidance.
• Process and manage routine administrative and financial tasks in various functional areas,
• to contribute to the effective and timely management of resources
• Manage and maintain records and databases, to ensure information is organized and readily available for staff.
• Maintain relationships with a range of individuals through provision of business support.
• to assist in information sharing and service delivery to staff.
• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
• Contribute to improvement of business procedures and processes.
• Collect and perform basic analysis of data to contribute to quality business information management.
• Provide guidance to junior colleagues in performing their duties.

Project reporting

• reporting line may be to the Head of Unit, Chief, or the designate.

Key competencies

• Leads by Example with Integrity
• Upholds our client’s values, principles, and standards.
• Demonstrates our client’s values, principles and standards.
• Respects others and values diversity
• Values diversity using respectful and inclusive language.
• Stays focused and calm under pressure.
• Stays focused and calm when under pressure.
• Demonstrates humility and a willingness to learn.
• Shows humility and a willingness to learn and share knowledge, seeking and acting on feedback, and taking up opportunities to develop.

Drives Results and Delivers on Commitments

• Delivers results for maximum impact.
• Is accountable for the delivery of results.
• Delegates appropriately.
• Seeks guidance and support where needed.
• Adapts readily to change.
• Adapts readily to change adjusting work as needed.

Fosters Inclusive and Collaborative

• Is inclusive and collaborative.
• Promotes teamwork by sharing ideas and openly raising issues.
• Gives timely and constructive feedback.
• Gives timely and constructive feedback to others.
• Builds and shares new perspectives.
• Listens attentively to others and shares views.

Applies Strategic Thinking

• Communicates and fulfils Our clientss vision.
• Embraces Our clients’s vision and how it impacts their role.
• Embraces curiosity and new ways of doing things.
• Shows curiosity and implements new ways of doing things when relevant.
• Analyses and evaluates data.
• Gathers data and shares knowledge to inform team activities.
• Considers the impact of decisions.
• Asks questions to understand the impact of decisions for their objectives.

Builds and Maintains Sustainable Partnerships

• Builds partnerships.
• Acts professionally with external partners.
• Collaborates to deliver common objectives.
• Works together with partners to deliver common goals.

Knowledge & Skills:

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order to provide a high-quality support service.
• Ability to carry out basic data analysis and independently rectify problems requiring attention.
• Ability to monitor and record financial transactions.
• Good communication skills required to give and receive information andwork with a variety of individuals.
• Ability to maintain confidentiality.

Desired experience for entry into the role:

• Experience maintaining corporate systems and running queries on ongoing shipments, pipeline information, insurance claims, and food stock.
• Experience in administering third party service providers’ contracts.
• Experience in compiling contract documentation.
• Experience in contract execution.
• Experience in budget monitoring and reporting.