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