Administration Associate G6, Beirut

ABOUT WFP:    
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 Beirut CO and the incumbent is to report to the Administration Officer.

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 the Administration Officer 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. 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 the provision of a safe and comfortable working environment for WFP staff. 
3. 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. 
4. 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. 
5. 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. 
6. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues. 
7. 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. 
8. 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. 
9. Other responsibilities as required

STANDARD MINIMUM QUALIFICATIONS: 
Education: Completion of Secondary education. University degree in a relevant subject of Business Administration is an advantage.
Experience: At least five years of relevant progressively responsible experience in Administration. Experience in Protocol and Asset Management is desirable.
Language: Fluency in both oral and written communication in English and Arabic. Knowledge of French language is an added advantage.

DESIRED 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 experience working in Protocol and day-to-day dealings with government officials
•    Familiar with UN global rules & regulations
•    Familiar with Lebanese Laws governing the presence of UN staff locally