Business Support Assistant (Admin) SC 4 - Beirut Sub Office

Within delegated authority and under the direct supervision of the Head of Sub-Office and the overall supervision of the Head of Administration, the Business Support Assistant (Admin) will be responsible for the following duties:

General Administration:

• Assist in organizing meetings, workshops, conferences and missions
• Coordinate with hotels and private venues for hosting external meetings, in liaison with the requesting units/offices
• In coordination with Finance and Procurement unit, raise micro-purchase orders and purchase requisitions in relation to admin services
• Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility
• Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization
• Attends meetings on day-to-day admin. matters; and take meetings to be shared with Head of Unit
• Compile daily, weekly and monthly field office plans and support field missions
• Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records

Registry:

• Identify the business transactions for which documents are created/received in order to assign appropriate file codes.
• Ensure retention schedules for electronic files are maintained.
• Create all new file codes when necessary (at the fifth level of file codes).
• Ensure all pouch mail is properly packed and sealed
• Provide training and necessary assistance to sub-office staff to ensure that all necessary hardcopy of documents are scanned and filed electronically.
• Draft routine correspondence related to the unit's work and type variety of material such as correspondence reports and papers.

Asset Management

• Ensure that office properties are maintained in accordance with the organization quality standard.
• Maintain the office inventory database and ensures that all equipment are labeled according to the WFP rules and regulations.
• Carry out yearly physical count of all WFP assets in the office and report the outcome of the annual count.
• Record in all assets, with all necessary and accurate information such as purchase order number, funding, values and location.
• Monitor the movement of office equipment and maintain records accordingly.

Fleet and travel Management

• Supervise drivers and allocate daily missions to field locations
• Supervise and monitor fuel consumption for all WFP vehicles
• Ensure regular maintenance of vehicles and keep a register of job cards to be recorded on the fleet management software
• Follow-up on security clearances in liaison with security cell
• Raise trips on internal software for recording of daily subsistence allowances and staff entitlements
• Liaise with country office on the issuance of airtickets and trips for international travel

Petty cash management

• Administer and process all Petty Cash transactions within the organisation policies and procedures
• Maintain the Petty Cash level
• Prepare reimbursement claims on a monthly basis
• Prepares vouchers related to various revenues and expenses
• Perform any other task as required.