OVERALL POSITION DESCRIPTION: World Food Program USA (WFP USA) is looking for a highly organized and detail-oriented Operations Assistant who will be responsible for the day-to-day administrative support of WFP USA’s operations team, which includes Human Resources, Finance & Accounting, Information Technology, Data Analytics, and Office Operations. Using a versatile skill set, the Operations Assistant will perform a variety of resource management, planning, and administrative tasks to ensure the department functions efficiently to support WFP USA's mission. The Operations Assistant will be integrally involved in the department's internal processes and work closely with members of the other departments as well as Operations Team Leadership.
Highlighted Responsibilities:
- Perform administrative duties such as organizing events, scheduling meetings, collecting and processing mail, answering phones, etc.
- Ensure the timely maintenance of office and facility equipment.
- Maintain company databases through accurate data entry and review. Assist Operations Team managers with preparing monthly expense reports.
- Assist Finance & Accounting in processing invoices and contracts.
- Assist Human Resources and Information Technology with onboarding activities to warmly welcome new employees to WFP USA and staff engagement activities.
- Support the Operations Team with documenting and enforcing company policies and standards.
- Order and receive office and kitchen supplies and equipment, follow up with vendors to ensure tax-exemption is applied where appropriate. Maintain kitchen inventory and the tide
- Track daily operations and report or resolve issues.
- Act as the primary liaison with building management and vendors on office management matters.
- Make recommendations for business performance improvement.
- Prepare reports on operations activities for management review.
- Provide administrative support to other departments or projects as needed.
- Maintain an orderly and accurate filing system for all processed documents.
- Strong verbal and written communication skills to interact clearly with donors, vendors, and other employees
- Interpersonal skills to create a pleasant experience for all donors, vendors, and employees, such as being personable and attentive.
- Obtain and maintain a public notary commission and serve as notary for official WFP USA documents.
- Direct visitors and callers to the appropriate person or department.
- Perform other duties as assigned.
