Beirut - Business Support Assistant to Senior Management SC4 (2 posts)

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

This vacancy announcement closes on 04 February 2020 at 11:59 PM, Rome Time

-This position is open to qualified Lebanese candidates ONLY

-Female candidates are encouraged to apply.

-Only shortlisted applicants will be contacted

Assisting 91.4 million people in 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience.

As the international community has committed to end hunger, achieve food security and improved nutrition by 2030, one in nine people worldwide still do not have enough to eat. Food and food-related assistance lie at the heart of the struggle to break the cycle of hunger and poverty.

In Lebanon, WFP works to support approximately 700,000 people with regular assistance using e-cards. WFP also supports Lebanese schools with school meals and has run over 300 development activities which include supporting rural infrastructure, as well as education and training opportunities for vulnerable individuals in families. WFP also supports Lebanon’s National Poverty Targeting Program (NPTP). 

To know more about WFP’s mission, please check the below video: 

https://www.facebook.com/WorldFoodProgramme/videos/10154930622760178/

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

To deliver business support processes for Senior Management, to facilitate effective service delivery.  

Under the direct supervision of Senior Management of Lebanon’s Country Office, the incumbent will be responsible of the below:

1- Organize information with clear manner to support the drafting of documents and preparing reports by other staff
2- Provide logistical support in workshops and meeting, such as liaising with the focal point at the venue for smooth running of the workshop, provide necessary stationaries and documents for the workshops and meetings.
3- Take notes during meetings and workshops
4- Coordinate and maintain  the  manager’s  calendar  and  schedule  appointments  and  meetings  and  make tentative appointments on his/her behalf; brief the manager on matters to be considered prior to scheduled meetings
5- Maintain and update the office’s filing and reference system including confidential files
6- Identify and extract information from various sources and collaborate with relevant WFP units and offices to prepare briefing notes and/or resume for inclusion in correspondence and reports; draft various standard correspondence and review all outgoing correspondence for composition and style as well as grammatical accuracy, factual correctness, and adequacy of treatment as well as adherence to WFP procedures
7- Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
8- Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
9- Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
10- Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
11- Support direct supervisor in taking action in a timely manner regarding transactions on corporate systems.
12- Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work.
13- Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
14- Work with a variety of individuals, keep track of, monitor and support the completion of deliverables by relevant units.
15- Perform other related duties as required.

Education:     Completion of secondary school education. University Degree in Business Administration or relevant field is a plus.

Experience:    At least four (4) years of experience in administrative and/or business support work for Senior. Experience working with UN agencies, NGOs or Embassies is a plus.

Language:   Fluency in both oral and written communication in English and Arabic. Fluency in French is a plus.

• Proficiency in Microsoft Office including Outlook, Excel, Word and PowerPoint
• Good knowledge of information management principles.
• Good knowledge of principles/practices of dealing with high-level visitors.
• Exemplary communication and human relations skills.
• Confidentiality.

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.