Business Support Assistant (Admin/HR/Finance) G5, Qobayat 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 Qobayat Field Office and the incumbent is to report to the Head of Field Office with technical supervision of the Head of Admin.

JOB PURPOSE:     
The Business Support Assistant will be responsible for managing tasks related to Admin, Human Resources, finance and procurement in consultation with units in Country Office.

KEY RESPONSIBILITIES:  

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

1. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
2. Perform general administration tasks such as managing travel arrangements, processing staff travel claims and coordinating internally and externally for arrangement of meetings & conferences and contribute to improvement of business procedures and processes.
3. Responsible for provision of services such as facilities management and office utilities, reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
4. Conduct regular inventory check and keep the asset registry updated according to WFP rules and regulations.
5. Supervise the team of drivers and coordinate missions in the field.
6. Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
7. Ensure light vehicle management including compliance with security standard operating procedures.
8. Support on handling system-related functions on procurement.
9. Administer and process all Petty Cash transactions within the organization policies and procedures
10. Provide guidance to staff on HR procedures and guidelines and support on any HR-related matters such as facilitating written tests and interviews held in the field office and briefing newly recruited staff.
11. Other accountabilities, as required.

STANDARD MINIMUM QUALIFICATIONS:

Education: Completion of secondary school education. University degree in Business Administration or other related functional area is desirable.

Experience: Four years of progressively responsible experience in general administrative work with at least one (1) year of experience working in facility management.

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

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Knowledge of specialised common business practices and methods, gained through relevant technical training and experience.
• Ability to develop and maintain relationships with a range of individuals in order 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.