Beirut - Receptionist (Office & Conference Management) SC4

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

We welcome and value all applicants regardless of disability status, neurodiversity, gender identity or expression, sexual orientation, religion, ethnicity, age or any other aspect which makes them unique.

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

DEADLINE FOR APPLICATIONS

This vacancy Announcement will close on 25 October 2021 at 11:59, Rome Time

TERMS AND CONDITIONS

-This position is open to qualified Lebanese candidates ONLY.

-Female candidates are encouraged to apply.

-Only shortlisted applicants will be contacted

ABOUT WFP

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.

WFP Lebanon provides humanitarian assistance to nearly 1.5 million vulnerable person, in the form of unrestricted assistance in-kind and cash based transfers. WFP Lebanon also provides food assistance in the form of snack and fresh food to school aged students and their families. This support is designed to improve the students’ health and make them and their families more motivated to pursue the children’s right to education.

JOB PURPOSE

Oversee the management of WFP facilities countrywide while implementing global greening emissions standards and promoting staff wellness

ORGANIZATIONAL CONTEXT

The post is based in Beirut County Office and the incumbent is to report to the Head of Unit or his/her designate

KEY ACCOUNTABILITIES (not all-inclusive)

Within delegated authority and under the direct supervision of the Facility Manager and the overall supervision of the Head of Administration, the incumbent will be responsible for the following duties:

• Greet and Support visitors and alert staff members of arrivals
• Keep Maintenance records up to date and record all data entries
• Oversee the cleaning services of the conference and common areas for the use of staff and mainly visitors
• Coordinate with cleaning staff on preparedness to host events and conferences
• Monitor list of meeting participants and coordinate with catering companies as needed
• Support the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff.
• Undertake standard data entry tasks in accordance with defined systems, to ensure information is organised and readily available for the business team
• Answer all call, correspondence on behalf of WFP as per the training and guidance provided by Head of Administration
• Monitor invoice recording for Administrative services and establish a tracking mechanism for services received in relevance to office maintenance, conference management, canteen, etc…
• Perform other duties as required

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of Secondary School Degree. University Degree in Business Administration or relevant field is an advantage.

Experience: One to Two years of progressively responsible experience in Administration, Office Management of Front Desk work.

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