Business Support Assistant (Leasing) G5

6 نوفمبر، 2022

0 2 3 دقائق

الوصف الوظيفي

KEY ACCOUNTABILITIES (not all-inclusive)

1. Process leasing orders for Standard vehicles and accessories. Review the order request, coordinate with Country Office, liaise with UNHRD for the estimated shipping cost, issue PFI, follow up on ZINT PO confirmed order

2. Issue Pro-forma Invoice and obtain client’s confirmation on orders; follow up with clients to ensure timely recognition of confirmed orders and funding commitments.

3. Issue Final Invoices for Lease and Credit Notes (when necessary); validate quarterly invoices before confirming to Finance

4. Communicate effectively with the clients to clarify the issues related to orders; initiate to solve any challenges in the processes through proper consultation with other teams in Fleet Centre

5. Keep records of details of inquiries, complaints, or comments; address clients inquires and complaints and escalate when required (eg. for complex and specific cases)

6. Extract data from Fleet Portal and Fleet Wave for analysis and reporting purpose

7. Liaise with internal teams and other WFP Departments (e.g., WFP Dubai Office, UNHRD, HQ Procurement)

8. Train and advise the CO Fleet focal points on ordering process in the Fleet Portal as and when necessary

9. Create ZINT POs in favour of UNHRD for monthly incoming shipment clearance. Verify the UNHRD Quarterly MCR statement & PFI and ensure Fleet Centre accounts are settled on time

10. Final Invoice raised on time and correctly by tracking the overall cross charging mechanism. Follow up with CO focal points on the GRN & LIV, once LIV received update Finance Tracking sheet and follow up with Dubai Finance to close the ZINT PO on a timely manner.

11. Perform other related duties as assigned.

المهارات

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of higher secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience:

• At least five (5) years of experience in leasing especially in Automotive sector

• Experience in Transport, Logistics or related Industry would be an added advantage

• Proven track record in client service/interface is an added advantage

• Experience in data analysis and presentation

• Experience in ERP system is desired

Other Qualifications:

• 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 and work with a variety of individuals

• Excellent computer skills (Word, Excel, PowerPoint)

Language:

Fluency in oral and written communication in English.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.