Administration Assistant SSA 5 - Interim (5 months) - Zahle

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

The Syrian crisis has displaced more than one million refugees into Lebanon.  The country, which has been hosting the highest population of refugees per capita in the world for more than five years now, is grappling with multiple challenges. The combination of refugee influx and decreased economic activity with Syria has impacted the economic and fiscal performance and affected public finances, employment, trade flows and other key economic indicators. Economic growth has stagnated after years of strong performance, limiting the capacity of the government to invest in infrastructure improvements and to respond to the increased demand for social services.

To know more about WFP’s mission, please check the below video:

https://www.facebook.com/WorldFoodProgramme/videos/10154930622760178/

Accountabilities:

Within delegated authority and under the direct supervision of the Head of Field Office, the Admin Assistant will be responsible of the following duties:

Administration:

• Premises maintenance: upkeep of office premises including but not limited to electricity, water supply, office cleaning, gardening services, maintenance of office (plumbing, electrical repairs).
• Fleet Management: supervision of drivers which includes weekly meetings, fleet planning and assigning of drivers to missions. General supervision of drivers including planning and approving their leaves.
• Data entry of receipts and vehicles/drivers’ info into the Fleet Management System (FMS), and continuous coordination with the FMS focal point in Country Office.
• Vehicles trip planning and modifying plans throughout the week.
• Internal Security clearances for all mission to the special and red areas.
• Stationary: Maintain an inventory of stationary items, track usage and replenish when necessary.
• Office management: Ensuring all new staff have desks, stationary etc., upon arrival to the office.
• Office cleaners: Manage office cleaner, provide a daily work schedule and follow up on cleaning product delivery from Assiyana.
• Meeting room bookings.

Human Resources:

• Timekeeping: track absences (both annual and sick leave) and consolidate at the end of the month once all attendance sheets are submitted. Once checked and submitted copies are to be kept at field office.
• On-boarding: Briefing new staff on HR procedures
• HR Documents: Liaise with staff and HR when staff requests documents from the HR unit (employment certificates, contract extensions etc.)

Finance:

• Petty cash: Maintain and consolidate petty cash and petty cash documents to be submitted to Country Office on a monthly basis. Copies to be kept on file at Field Office.
• Input all petty cash purchased on WINGS
• Bill Payments: Raise proper SESs on request to ensure all bills are paid on time.
• Yearly inventory asset count-consolidated and sent to Country Office
• Inputting of fuel receipts to the Fuel Management System

Procurement:

• PRs on request to ensure payments are made for large items (office rent, electricity, large purchases)
• Micro Purchase Orders for all purchases under $5000 to be done on WINGS upon request from Country Office

Minimum requirements:

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 Arabic and English languages. Fluency in French is highly desirable.

Knowledge and skills:

• 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