Beirut – Business Support Assistant (Travel) SC 5
Are you passionate about changing and improving the lives of millions of people world-wide?
Are YOU up for a Life-Changing Experience?
Do you want to be part of an International Humanitarian Organization with a very diverse workplace?
If YES, this WFP job vacancy is the opportunity for you
Deadline for applications:
This Vacancy Announcement will close on 14 December 2022at 11:59 PM, Rome Time.
Terms and conditions:
– This position is open to qualified Lebanese candidates ONLY
– Women and persons with disabilities are encouraged to apply.
– Only shortlisted applicants will be contacted
About WFP:
Assisting more than 90 million people in 123 countries and territories each year, the World Food Program (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies partnering with governments, and providing common services that allow the entire humanitarian community to save lives in emergencies and build the resilience of food insecure people and communities.
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 1.1 million vulnerable persons, 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.
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.
Job Context:
The position will be based in Beirut Country Office. The incumbent will report directly to the Admin Officer and under the overall supervision of the Head of Administration and Protocol in Beirut Country Office.
Job Purpose:
To support the delivery of quality, customer-focused for travel transactions for duty travel domestically and internationally. And to maintain financial and administrative records for all travel transactions.
Duration of Assignment:
The Business Support Assistant (Travel) will be contracted for an initial term of 12 months. Contract may be extended based on business need and satisfactory performance.
Key Responsibilities (not all-inclusive, nor exhaustive):
Within delegated authority and under the direct supervision of the Admin Officer and the overall supervision of the Head of Administration and Protocol the incumbent will perform the following duties:
1. Reviews the WeTravel inbox daily and certifies the travel requests timely
2. Initiate and process travel requests and claims and make travel arrangements for all staff, including reservation for tickets in line with WFP travel guidance and liaise with travel agents ensuring WFP obtains the best price and service.
3. Maintain the trips Document database in WeTravel, advise and assist staff where required and review travel claims submitted by staff for reimbursement
4. Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel
5. Train staff in the processing of travel documents in line with procedures, rules and regulations and liaise with other offices as appropriate.
6. Respond to queries from a variety of sources by providing information, advice
7. Draft routine correspondence related to the unit’s work and type a variety of materials such as correspondence reports and papers.
8. Coordinates with the travelers, the Travel Approving Officer (TAO), and the travel agency to finalize the Travel Requests as expeditiously as possible.
9. To submit quarterly and annual travel reports or whenever necessary.
10. Other as required.
General Administration Assistant
- Raise GRN/SES for services procured by the administration unit
- Draft Purchase Requisitions and Micro Purchase Orders
- Support in daily office requests related to administration
- Support in stationary replenishment and inventory stock
Vendor Management Assistant:
- Responsible in monitoring vendors to ensure compliance with WFP policies
- Maintains vendor database in SAP ERP Systems and files with current and complete information.
- Follows established processes for vendor accreditation forms for supply and services
- Ensures that all information is accurate and up to date
- Ensures that all required documents and forms are completed for approved vendors
- Participate in Vendor procedures and processes
- Disseminate relevant vendor records and reports
- Reports on the list of blacklisted Vendors
- Updated Vendor Directory per Category
- Answering any consultations that other units may have on vendor management procedures
DESIRED SKILLS AND KNOWLEDGE:
- Positive Attitude
- Problem Solving skills
- Attention to detail
- Financial Awareness
- Experience utilising computers including word processing and Excel spreadsheets. Other WFP standard software packages and systems is a plus
- Advanced knowledge in Microsoft Excel for statics and reports is an advantage.
STANDARD MINIMUM ACADEMIC QUALIFICATIONS:
Education: Completion of secondary school education. A University degree in Business Administration or other related functional area is desirable.
Experience: At least five (5) years of relevant progressive experience in general administration with two years of experience in Travel or Hotel Management.
Language: Fluency in both oral and written communication in English and Arabic. Knowledge of French is an advantage.
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.
