Beirut - Receptionist (Office & Conference Management) SC4

Organizational Context:

The post is based in Beirut Country Office and the incumbent is to report to the Head of Unit or his/her designate

Job Purpose

Oversee the Management of WFP Facilities Countrywide while Implementing Global Greening Emissions Standards and Promoting Staff Wellness

Key Responsibilities (not all-inclusive, nor exhaustive):

Within delegated authority and under the direct supervision of the Facility Manager and the overall supervision of the Head of Administration, the incumbent will be responsible for the following duties:

• Greet and Support visitors and alert staff members of arrivals
• Keep Maintenance records up to date and record all data entries
• Oversee the cleaning services of the conference and common areas for the use of staff and mainly visitors
• Coordinate with cleaning staff on preparedness to host events and conferences
• Monitor list of meeting participants and coordinate with catering companies as needed
• Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team
• Answer all call, correspondence on behalf of WFP as per the training and guidance provided by Head of Administration
• Monitor invoice recording for Administrative services and establish a tracking mechanism for services received in relevance to office maintenance, conference management, canteen, etc…
• Perform other duties as required

Standard Minimum Qualifications:    

Education: Completion of Secondary School Degree. University Degree in Business Administration or relevant field is an advantage.

Experience: One to Two years of progressively responsible experience in Administration, Office Management of Front Desk work.

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