Beirut - Business Support Associate (General Administration, Conference and Facility Management) SC 6

Job Purpose

Within delegated authority and under the direct supervision of the Head of Administration or his/her designate, the incumbent will be responsible for the following duties:

• Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.
• Prepare yearly procurement and budgeting plans for Administration Unit
• Raise Purchase Requests and Micro Purchase Orders when applicable
• Actively seek and use feedback to improve business processes and procedures.
• Respond to complex business support queries in order to provide a timely and accurate resolution of enquiries for clients.
• Oversee the maintenance of records and databases to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies.
• Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards.
• Assist managers in planning, monitoring, and reconciling budget(s) to ensure that planned financial resources are used effectively.
• Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services.
• Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations.
• Provide advice, support and/or training to junior support staff (Receptionist, Office Helper, Cleaning Team, Maintenance, etc…) in the provision of business support services, in order to support their learning in providing business support.
• Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards.

Facilities Management:

• Establish HouseRules and SOPs relevant to the use of WFP premises
• Set-up daily worksheets and checklists for junior staff and supervise performance
• Undertake routine tours of the premises to ensure full compliance with WFP global standards
• Maintain updated records on Facilities Management software such as ARCHIBUS and WINGS
• Manage in-house conference services, including catering and cleaning staff
• Review all contracts relevant to office management and advise on gaps and improvements required
• Perform other duties as required

Standard Minimum Qualifications:

Education: Completion of secondary school education. University degree in the field of Business Administration, Engineering is a plus.

Experience: At least Five (5) years of progressively responsible experience in Administration, Facility Management, or Project Management.

Language: Fluency in both oral and written communication in Arabic and English. Fluency in French is an advantage.