Beirut - Business Support Associate (General Administration, Conference and Facility Management) SC6

- This position is open to qualified Lebanese candidates only. - Female candidates in particular, are encouraged to apply. - Only shortlisted applicants will be contacted.

This Vacancy Announcement will close on 30 September 2021 at 11:59 PM Rome Time.

Contract Duration: The Business Support Associate will be contracted for an initial term of 12 months. Contract may be extended based on business need and satisfactory performance.

Organizational background Assisting more than 90 million people in 83 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. In Lebanon, WFP Lebanon provides humanitarian assistance to 1.4 million vulnerable people a month, in the form of unrestricted assistance in-kind and cash-based transfers. WFP supports as well Lebanese schools with school meals and also supports vulnerable households in protecting and improving their livelihoods through trainings and rehabilitation of local infrastructures. WFP also supports Lebanon’s National Poverty Targeting Programme, and Lebanon’s Emergency Crisis and COVID-19 Response Social Safety Net Project (ESSN)

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

Job Purpose Within delegated authority and under the direct supervision of the Head of Administration or his/her designate, the incumbent will be responsible for the following duties:

• Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work. • Prepare yearly procurement and budgeting plans for Administration Unit • Raise Purchase Requests and Micro Purchase Orders when applicable • Actively seek and use feedback to improve business processes and procedures. • Respond to complex business support queries in order to provide a timely and accurate resolution of enquiries for clients. • Oversee the maintenance of records and databases to ensure information is organized and readily available for staff and compliant with all relevant regulations and policies. • Revise and review correspondence and documentation, providing feedback and making amendments where appropriate, to contribute to production of these materials to time and quality standards. • Assist managers in planning, monitoring, and reconciling budget(s) to ensure that planned financial resources are used effectively. • Assess and recommend improvements to procedures and practices, to contribute to the effective delivery of business support services. • Provide a full range of complex business support services to staff to contribute to the effective functioning of business operations. • Provide advice, support and/or training to junior support staff (Receptionist, Office Helper, Cleaning Team, Maintenance, etc…) in the provision of business support services, in order to support their learning in providing business support. • Coordinate tasks of junior colleagues to ensure support services are delivered consistently and to the required standards.

Facilities Management:

• Establish HouseRules and SOPs relevant to the use of WFP premises • Set-up daily worksheets and checklists for junior staff and supervise performance • Undertake routine tours of the premises to ensure full compliance with WFP global standards • Maintain updated records on Facilities Management software such as ARCHIBUS and WINGS • Manage in-house conference services, including catering and cleaning staff • Review all contracts relevant to office management and advise on gaps and improvements required • Perform other duties as required

Standard Minimum Qualifications:

Education: Completion of secondary school education. University degree in the field of Business Administration, Engineering is a plus.

Experience: At least Five (5) years of progressively responsible experience in Administration, Facility Management, or Project Management.

Language: Fluency in both oral and written communication in Arabic and English. Fluency in French is an advantage.

Qualified female applicants 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.