Field Admin Assistant (Beirut)

MAJOR RESPONSIBILITES

% of time

Activity

End Results

35%

Provide Admin Support to Field Operations in BML Office

Assist in the preparation of monthly payments for casual workers

Prepare weekly distribution plans and coordinate with WVL Security Department for any change

Assist in the preparation of building security assessments for new projects

Provide necessary support for the maintenance and assignment of vehicles to field staff

Support in the management of assets and items in BML Office

Payments for casual workers are submitted to Finance at the beginning of each month

Strong coordination with WVL Security Department is ensured

Weekly distribution plan is shared on time

Vehicles are regularly maintained and properly assigned to field staff

Assets and items in the BML Office are properly managed

25%

Support Field Operations in the Field

Support field teams and/or lead on any onsite distribution to schools, partners, municipalities or other community stakeholders

Deliver items to entities (partners) based on the request of field staff and follow up on necessary means of verification

Deliver letters and reports to ministries and local authorities

Support the field teams (once needed and available) in any field activity or intervention that require support

Prompt support is given to field teams in distributions and other field activities

Delivery to partner and entities is done on time

20%

Support Field Operations in the Warehouse

Support field staff in undertaking quality control activities in warehouse

Ensure the availability of stickers with WV logo at all times

Supervise packaging and labelling activities and provide needed support to casual workers, as per the request of field staff

Provide items from warehouse to BML Office as per the request of field staff

Items in warehouse meet minimum specifications

All items in the warehouse have WV logo

Proper support is given to casual workers undertaking activities in warehouse

Items from the warehouse are readily available in the BML Office

15%

Handle Procurement Requests and Coordination with Suppliers

Support in coordinating with suppliers to receive items in the warehouse on time

Ensure all documents from suppliers (original invoices, GRNs, etc.) are received to process payments on time

Items from suppliers are received on time

Payments to suppliers are processed immediately

5%

Perform other duties as required

Attend and participate in WVL’s spiritual nurture and other organizational events

Responsible of own security and actively contribute to a positive security culture

Report CP incidents as per the safeguarding policy guidelines.

Abide by the security policies and procedures and report any incidents or breaches to line manager and / or security manager

Perform other duties as assigned by Line Manager

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

3 years of experience in a similar role

Previous experience in an NGO or UN agency

Good knowledge in Microsoft Word, Excel, and Outlook

Ability to learn new online programmes related to Procurement

Good organizational and record-keeping skills

Good standard of written and oral communication

Ability to handle multiple requests and work under pressure

Required Education,

training, license,

registration, and

certification

Technical degree in business administration or equivalent

Preferred Knowledge

and Qualifications

Previous experience in onsite distribution

Travel and/or

Work Environment

Requirement

50% in the office and 50% in the field

Physical

Requirements

Language

Requirements

Arabic

English