Admin Assistant (Travel & Facility Management)- Beirut Country Office

Within delegated authority and under the direct supervision of the Admin Associate and the overall supervision of the Head of Administration, the Admin Assistant will be responsible for the following duties:

Travel Management:

• Initiate and process travel requests and claims and make travel arrangements for all staff, including reservation for tickets in line with WFP travel guidance and liaise with Travel Agents ensuring WFP obtains the best price and service;
• Maintain the Trip Document database in WINGS and advise and assist staff where required and review travel claims submitted by staff for reimbursement
• Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel;
• Train staff in the processing of travel documents in line with procedures, rules and regulations and in the administration of documentation;
• Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
• Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
• Manage the immediate office and identify complex or sensitive subjects for intervention by the Supervisor;
• Identify the business transactions for which documents are created/received in order to assign appropriate file codes.
• Draft routine correspondence related to the unit's work and type variety of material such as correspondence reports and papers.

Facility Management:

• Guide, train and daily supervise junior support staff engaged in the different administrative services related to facility management;
• Supervise maintenance of the office Beirut and sub-offices and office maintenance issues;
• Maintain administrative control records, and automated reports related to office management.
• Response to complex queries from a variety of sources by producing targeted information by re-directing to the most appropriate source;
• Review correspondence or information materials relevant to the area of work prepared by other support staff
• Assist with day-to-day administration of contracts with external contractors, check contractors’ invoices against the goods and services provided and process payments;
• Draft and review correspondence, information materials and reports related to management of the office and guesthouse premise
• Prepare purchase requisition; create GRN/SES in the system.
• Follow-up with procurement on delivery of Admin PRs.
• Perform other related duties.
• Alternate with other administration staff as required by the Head of Administration
• Perform other related duties as required.