Administration Associate (Admin/HR/Finance) G6, Zahle Field Office

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 Zahle Field Office and the incumbent is to report to the Head of Field Office. 

JOB PURPOSE: To coordinate and provide high quality, client-focused and value-for-money oriented administration services.     

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive): 

Under the supervision of Head of Field Office, the incumbent will perform the following tasks:

1.    Verify resource requirements in the area of responsibility (WFP facilities, assets, light vehicle fleet, etc.), and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services. 
2.    Liaise with all Agencies at field level to support the preparation of the annual budget ensuring the correct allocation between agencies based on relevant cost drivers. Ensure that staff numbers and space occupied by all agencies are accurately reflected in the budget.
3.    Responsible for provision of services such as facilities management, travel, protocol and light vehicle management related, etc., reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure a working environment that is comfortable, clean, and well maintained and meets UN regulations and environmental, health and security standards.
4.    Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources. Provide supporting documentation to WFP to initiate and process of all payments, including correctly utilizing system (WINGS).
5.    Produce monthly reconciliations of expenditure for common services suppliers and ensuring Supplier payment requests are timeously processed for distribution to the country office.
6.    Contribute to planning, monitoring and processing administrative actions related to procurement, finance, human resources, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed. Calculate and compare costs for required goods or services to achieve maximum value for money.

7.    Plan best allocation and utilization of space and resources for new building, or re-organising of current premises and plan for future development in line with strategic business objectives.
8.    Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services in the area of responsibility. 
9.    Use performance management techniques to monitor common services and demonstrate achievement of agreed service levels and to lead on improvement. Put in place mechanisms to routinely assess quality of services provided by various service providers.
10.    Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues. 
11.    Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan. 
12.    Facilitate knowledge building and sharing with regards to management and operations in the UN Building, synthesis of lessons learnt and best practices.
13.    Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients. 
14.    Act as a focal point for HR in the field office ensuring high level of coordination with the HR unit in the Country Office.
15.    Perform efficient staff management for the subordinate staff in the unit and promote the team spirit in execution of duties. 
16.    Other accountabilities, as required.

STANDARD MINIMUM QUALIFICATIONS: 
Education: A secondary school education. A University degree or post-secondary certificate in Administration or any related functional area is a plus.
Experience: Five (5) or more years of experience in related field
Language: Fluency in both oral and written communication in English. Knowledge of French language is an added advantage.

DESIRED COMPETENCIES & EXPERIENCES FOR ENTRY INTO THE ROLE: 

•    Has demonstrated a sound understanding of WFP administrative operating standards and awareness of international humanitarian development issues through day to day work. 
•    Has provided ad-hoc guidance to new staff members. 
•    Has demonstrated ability to diagnose problems and identifies and communicates processes to support change initiatives.
•    Has capacity to gather, analyze and disseminate information on best practice in accountability and results-based management systems
•    Knowledge of specialized common business practices and methods gained through relevant technical training and experience.
•    Ability to develop and maintain relationships with a range of individuals to provide a high-quality support service.
•    Ability to carry out basic data analysis and independently rectify problems requiring attention.
•    Ability to monitor and record financial transactions.
•    Good communication skills required to give and receive information and work with a variety of individuals.
•    Ability to maintain confidentiality.