UN World Food Programme – Lebanon

JOB ADVERTISEMENT

VACANCY ANNOUNCEMENT NO. 830681

Post Title:

Business Support Assistant (Programme)

Contract type:

Service Contract (SC)

Post Grade:

SC-4

Duty Station:

Beirut Country Office

Duration:

12 Months (Renewable based on business need and performance)

Date of issue:

13 December 2023

Closing Date:

29 December 2023

WFP Lebanon encourages female candidates and people with disabilities to apply.

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability. WFP does not charge a fee or request bank details at any stage of the recruitment process.

WFP Lebanon offers flexible working hours schedule upon prior approval.

Our premises are accessible, and we are committed to accommodating any required reasonable accessible needs to remove barriers in the workplace.

As an inclusive employer, WFP is committed to providing a supportive recruitment process for individuals with disabilities. Please contact us at lebanon.recruitment@wfp.org (and copying in [email protected]) to advise us the type of support and reasonable adjustments you may require at this stage. A member of the reasonable accommodation team will contact you to confidentially discuss your needs.

Position deadline:

This position will close on 29 December 2023, 11:59 PM Rome time.

Organizational Background:

Assisting more than 115.5 million people in 120 + countries each year, the World Food Program (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.

WFP Lebanon provides humanitarian assistance to over 2 million vulnerable persons for food and other essential needs through cash-based transfers and in-kind food. WFP Lebanon also provides food assistance in the form of snacks and fresh food to school aged students and promotes resilient livelihoods and sustainable food systems. In addition to direct assistance to the most food insecure and vulnerable people, WFP also supports government institutions, partners, and other entities to strengthen their capacity to deliver social assistance.

To know more about WFP’s mission, please check the below video: https://www.facebook.com/WorldFoodProgramme/videos/10154930622760178/

ORGANIZATIONAL CONTEXT:

The Business Support Assistant reports to the Head of Programme or the designate. At this level, work is expected to be carried out under minimal supervision. The selected incumbent is expected to take responsibility for providing administrative support to the Head of Programme and the Programme unit in general, in the following areas including but not limited to : timely and accurate update of tracking sheets and databases, proper filing of documents and records information gathering and sharing, proofreading and formatting of documents/correspondence, drafting of documents, preparation of reports, travel, procurement, organision of meeting/workshops and retreats (physical and virtual). The Business Support Assistant will be required to produce accurate and organized work and have good communication skills to ensure support services to a wide range of individuals.

KEY RESPONSIBILITIES (not all-inclusive nor exhaustive):

Within the assigned unit and delegated authority, the Programme Business Support Assistant will be responsible for the following duties:

• Gather information with clear direction to support the drafting of documents and preparing reports by other staff, for example (but not exclusive): notes for the record; minutes of meetings; administrative notes; etc.
• Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources
• Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation.
• Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
• 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.
• Take responsibility for data integrity to facilitate availability of accurate information in corporate systems.
• Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.
• Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
• Support the organization and preparations of meetings, workshops, and similar events in support of the Programme unit
• Support the administrative aspects of missions and travel, and related documentation
• Support the development of visual materials in support of meetings and presentations (development of PPT powerpoints)
• Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.

Minimum Qualifications:

Education:

Completion of secondary school education. A post-secondary certificate or university degree in Management Information Systems, Computer Science or other the related functional area is a plus.

Experience:

Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

Knowledge and Skills

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word, Microsoft Excel.

• Knowledge of work routines and methods in order to complete processes under minimal supervision.

• Uses tact and courtesy to give and receive information to a wide range of individuals.

• Ability to identify data discrepancies and rectify problems requiring attention.

• Ability to offer guidance or basic on-the-job training to more junior staff.

Language

Excellent written and oral communication skills in English and Arabic.

OTHER POST REQUIREMENTS:

1. A high sense of confidentiality.
2. Knowledge of UN system and Government structure.
3. Flexibility and adaptability to rapid changing environment.
4. Promotes teamwork by sharing ideas and openly raising issues
5. Acts professionally with colleagues/partners
6. Collaborates to deliver common objectives

WFP Leadership Framework: Common Standards of Behaviour

• Leads by Example with Integrity
  • Upholds WFP values, principles, and standards
  • Respects others and values diversity
  • Stays focused and calm under pressure
  • Demonstrates humility and a willingness to learn
• Drives Results and Delivers on Commitments
  • Delivers results for maximum impact
  • Delegates appropriately
  • Adapts readily to change
• Fosters Inclusive and Collaborative
  • Is inclusive and collaborative
  • Gives timely and constructive feedback
  • Builds and shares new perspective
• Applies Strategic Thinking
  • Communicates and fulfils WFP’s vision
  • Embraces curiosity and new ways of doing things
  • Analyses and evaluates data
  • Considers the impact of decisions
• Builds and Maintains Sustainable Partnerships
  • Builds partnerships
  • Collaborates to deliver common objectives

Applications must be submitted online:

Only shortlisted applicants will be contacted.

Application procedures:

• Step 1: To apply to this position, click on the link existing at the end of this page.
• Step 2: You will be directed to WFP Official Website to view the vacancy details. Click on Apply to be directed to the application process
• Step 3: if you do not have an account, you will have to create your profile and submit your CV in the platform
• Step 4: Once your profile is completed, Click on “Apply” to submit your application

NOTE: You must complete Step 3 in order for your application to be considered for this vacancy