Business Support Assistant – Fleet and Facility Management

Reporting to the Business Support Associate, G6, the incumbent will deliver standard business support services in facilities management, OSH inspections, consumables, fleet support, vendor coordination, and general office operations, ensuring accurate recordkeeping and smooth running of administrative services.

• Provide direct supervision of drivers, overseeing daily operations, duty assignments, attendance, and performance to ensure efficient and compliant transport services.
• Conduct daily fleet status checks, including fuel levels and basic vehicle condition, and maintain weekly vehicle service and readiness checklists.
• Support booking hub entries, assignments and monthly fleet reporting.
• Develop daily, weekly and monthly transport schedule ensuring equitable utilization of all drivers and vehicles
• Support daily trip approvals and driver coordination.
• Assist in collecting incident/accident information when required.
• Track monthly facilities and vehicle repair costs for MS budgeting.
• Validate all fuel entry data in FMS for accuracy and completeness
• Support with all fuel receipts and data for monthly fuel reconciliation
• Conduct daily fleet status checks, including fuel levels and basic vehicle condition, and maintain weekly vehicle service and readiness checklists.
• Support the registration and decommissioning process of all vehicles.
   

• Conduct daily follow-up on minor repairs and work requests with service providers. Carry out monthly utilities monitoring and reporting (electricity, water, waste, gensets).
• Perform daily OSH cleanliness inspections, ensure replenishment of office consumables, and identify items for recycling and/or disposal.
• Conduct daily grounds maintenance checks, decluttering, and coordinating weekly garbage collection.
• Carry out weekly security and access control verifications, including visitor logs and CCTV checks.
• Work with relevant stakeholders to ensure timely completion of any facility.
• Support with conducting periodic office inspections for preventative and corrective actions and update the maintenance plan.
   

• Process daily staff consumable requests and maintain inventory logs.
• Conduct monthly consumables reconciliation, maintaining accurate data in standard systems.
• Assist in environmental and waste management by identifying recyclable materials quarterly and report sustainability metrics in collaboration with the CYE environmental sustainability focal point.
   

• Support vendor creation and verification (VCM) as required.
• Support logistics/clearing processes for imported supplies.
   

• Conduct monthly preventive facility equipment inspections (gensets, AC units, etc.).
• Other duties as may be assigned from time to time.
   

• Grade 12 certificate with 5 O‑levels, including English.

• Has demonstrated an ability to perform all routine administrative activities in line with WFP's operating standards through day-to-day work.
• Has supported in providing ad-hoc guidance to new staff members.
• At least 4 years of work experience in administration or transport.
• Able to work in a multicultural environment.
• Able to work in a multicultural environment.
   

• Computer literacy, including proficiency in Microsoft Office (Word, Excel, Outlook).
• Knowledge of ICT tools, including SAP ERP, ServiceNow, ticket‑tracking systems, and data‑visualization platforms.
• Knowledge of office equipment such as printers, scanners, and photocopiers.
• Organizational and time‑management skills, with the ability to handle multiple tasks and deadlines.
• Organizational and time‑management skills, with the ability to handle multiple tasks and deadlines.
• Organizational and time‑management skills, with the ability to handle multiple tasks and deadlines.

• Fluency (level C) in English.