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

Requires a Cover Letter?: 
no
Application Submissions Guideline: 

Application procedures:

Go to: https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=87104&company=C0000168410P&username=

Step 1: Create your online CV

Step 2: Click on “Description” to read the position requirements and “Apply” to submit your application

NOTE: You must complete Step 2 in order for your application to be considered for this vacancy

Contact Person Email: 
Description: 

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.

 

Expired

NOTE:

Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.

Last modified: 
26 Nov, 2018
Intervention Sector(s):
Refugees
Application Deadline:
Wednesday, 29 August 2018
Contract Type:
Full Time
Period of Employment:
12 months (renewable based on performance and availability of funding)
Salary
N/A
Salary Range:
2000 to 2500 (USD)
Education Degree:
High School
Education Degree Details:
Completion of secondary school education. University degree in Business Administration or other related functional area is desirable.
Experience Requirements:
3 to 5 years
Arabic Language:
Fluent
English Language:
Fluent
French Language:
None
Country/City: 
  • Lebanon
  • Beirut
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