Business Support Assistant G4, Beirut, Mount Lebanon and South Field Office

ABOUT WFP:    
Assisting more than 90 million people in 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. As the international community has committed to end hunger, achieve food security and improved nutrition by 2030, one in nine people worldwide still do not have enough to eat. Food and food-related assistance lie at the heart of the struggle to break the cycle of hunger and poverty.

In Lebanon, WFP works to support approximately 700,000 people with regular assistance using e-cards. WFP also supports Lebanese schools with school meals, and has run over 300 development activities which include supporting rural infrastructure, as well as education and training opportunities for vulnerable individuals in families. WFP also supports Lebanon’s National Poverty Targeting Programme.  

ORGANIZATIONAL CONTEXT: The post is based in Beirut Field Office and the incumbent is to report to the Head of office.
JOB PURPOSE:To assist in the Administration, HR and Finance tasks at the field office level.  

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
Under the supervision of Head of Field Office, the incumbent will perform the following tasks:
1.    Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records
2.    Supervise drivers and allocate daily missions to field locations
3.    Supervise and monitor fuel consumption for all WFP vehicles
4.    Ensure regular maintenance of vehicles and keep a register of job cards to be recorded on the fleet management software
5.    Follow-up on security clearances in liaison with security cell
6.    Raise trips on internal software for recording of daily subsistence allowances and staff entitlements
7.    Processing staff attendance, which includes ensuring vacation and sick time are tracked on the monthly attendance sheet.
8.    Assist the office administration by providing input with respect to attendance, overtime and other staff payment preparation etc. 
9.    Raise micro-purchase orders and purchase requisitions in relation to admin services in coordination with Finance and Procurement unit
10.    Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility
11.    Attend meetings on day-to-day admin. matters; and take minutes of meetings to be shared with Head of Unit
12.    Compile daily, weekly and monthly field office plans and support field missions
13.    Ensure that office properties are maintained in accordance with the organization quality standard.
14.    Maintain the office inventory database and ensures that all equipment are labeled according to the WFP rules and regulations.
15.    Carry out yearly physical count of all WFP assets in the office and report the outcome of the annual count. 
16.    Other accountabilities, as required.

OTHER SPECIFIC JOB REQUIREMENTS: 
Petty cash management
17.    Administer and process all Petty Cash transactions within the organization policies and procedures
18.    Maintain the Petty Cash level
19.    Prepare reimbursement claims on a monthly basis
20.    Prepare vouchers related to various revenues and expenses
21.     Other requirements, as required.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE: 
•    Multitasking skills
•    Quick Learning skills
•    Positive Attitude
•    Problem Solving skills
•    Attention to detail
•    Financial awareness
•    Experience utilising computers including word processing and Excel spreadsheets.
•    Other WFP standard software packages and systems is a plus

STANDARD MINIMUM QUALIFICATIONS: 
Education: Completion of secondary school education. University degree in Business Administration or other related functional area is desirable.
Experience: At least three (3) years of progressively responsible experience in general administrative work with at least one (1) year of experience working in office management

Language: Fluency in both oral and written communication in English. Knowledge of the local language is added advantage.