Admin Assistant (General Administration & Conference Management) - Beirut Country Office

Within delegated authority and under the direct supervision of the Admin Associate and the overall supervision of the Head of Administration, the Admin Assistant will be responsible for the following duties:

Conference Management & General Administration:

• Identify problems in administrative areas and suggest alternative solutions to resolve issues
• Assist in organizing meetings, workshops, conferences and missions
• Draft admin notes for local workshops and meetings
• 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 MPOs/PRs/SES 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
• Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licenses, travel arrangements and other similar documents
• Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records
• 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

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 staff assistants 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.
• Organize and facilitate the work of the office including setting up internal procedures and a monitoring system for correspondence and documents;

Inventory & Assets Management:

• Maintain the office inventory database (GEMS/Archibus) 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 Country and report the outcome of the annual count.
• Record in GEMS all assets, with all necessary and accurate information such as P.O. number, funding, values and location.
• Monitor the movement of office equipment and maintain records accordingly.
• Maintain data integrity in the database, control programme, analyze results and initiate corrective actions when necessary.
• Generate periodic reports of inventory items to be sent to Headquarters for consolidation into WFPs main inventory records.

• Record any legal transfer of ownership from WFP to purchaser.
• Record any transfer of WFP property to government counterpart (on transfer of WFP property form).
• Record any loan of WFP inventory items to staff members (on loan form).
• Report lost, damaged or unserviceable property.
• Act as Secretary of the Property Survey Committee.