Business Support Assistant

Organizational context: The United Nations Humanitarian Response Depot (UNHRD) is a global network of hubs supporting humanitarian organizations in emergencies. The Brindisi hub provides essential services like storage and technical assistance. This role supports the UNHRD Network Finance function, contributing to the effective management of financial services across all hubs.

Job purpose: The Business Support Assistant (Finance) will provide crucial support to the UNHRD Network Finance function, ensuring the efficient and accurate management of financial operations. This role is instrumental in maintaining the integrity of financial data and processes, including accounts payable, customer billing, master data management, and cash administration. The incumbent will contribute to timely payments, accurate financial reporting, and adherence to internal controls. By supporting routine financial tasks, processing transactions, and assisting with reconciliations, the position holder plays a key part in enabling UNHRD to effectively deliver its vital services to humanitarian organizations worldwide, ultimately contributing to saving lives in emergencies.

Responsibilities: The Business Support Assistant (Finance) plays a crucial role in supporting the UNHRD Network Finance function. Key responsibilities include gathering information to assist in document drafting and report preparation, and responding to client queries to ensure timely and accurate service. The role involves processing and managing routine administrative and financial tasks, contributing to effective resource management. This includes providing revision and proof-reading for standard documents to ensure accuracy. The assistant is responsible for maintaining systems and files, ensuring data integrity and availability of accurate information in corporate systems. They also identify and report simple data discrepancies to senior staff. Furthermore, the position involves providing guidance on routine business support methods to junior colleagues and collaborating with various individuals, incorporating feedback to enhance service delivery. Specific duties include supporting Accounts Payable by processing vendor invoices and ensuring timely payments, assisting with SAP financial entries and reconciliations, and managing petty cash in line with WFP procedures. Essential skills include knowledge of finance and accounting principles, proficiency in MS Office, ability to identify and rectify data discrepancies, manage multiple priorities with attention to detail, and strong interpersonal skills.

Education: Completion of secondary school education is required. A post-secondary certificate or diploma in Finance, Accounting, Business Administration, Economics, or a related field is desirable.

Work experience: The role requires at least four years of progressively responsible experience in finance, accounting, budget, treasury, or related business support functions. Specific experience in accounts payable, invoice processing, and financial reconciliation is necessary. Familiarity with ERP systems, preferably SAP, is also required. Experience in an international organization or humanitarian environment is desirable. Knowledge of finance and accounting principles, along with proficiency in MS Office (Word, Excel), is essential.

Skills: Accounts Payable, Customer Billing, Master Data Management, Cash Administration, Internal Control, Financial Reporting, Data Integrity, Audit Support, SAP Systems, MS Excel, Problem-Solving, Attention to Detail, Communication, Flexibility, Adaptability

Required languages: English

Desired languages: English