Beirut- Administration Associate (Facilities and Conference management)G6
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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.
JOB DETAILS
| JOB TITLE: | BEIRUT-ADMINISTRATION ASSOCIATE (CONFERENCE MANAGEMENT) |
| TYPE OF CONTRACT: | FIXED TERM |
| JOB GRADE: | GS-6 |
| UNIT/ DIVISION: | ADMINISTRATION |
| DUTY STATION: | BEIRUT, LEBANON |
| CONTRACT DURATION: | ONE YEAR WITH POSSIBILITY OF EXTENSION |
| TYPE OF VA | INTERNAL and EXTERNAL |
| NO. OF POST/S: | ONE (1) |
ABOUT WFP
Assisting more than 130 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 PURPOSE
To coordinate and provide high quality, client-focused and value-for-money oriented administration services.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief or Administration Officer.
At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holders are expected to manage resources and coach and coordinate a team of support staff.
KEY ACCOUNTABILITIES (not all-inclusive)
Within the assigned unit and delegated authority, the Administration Associate will be responsible for the following duties:
1. Verify resource requirements in the area of responsibility (WFP facilities, assets and general requests,) and assist in the identification of new requirements to facilitate efficiency and cost-effectiveness of operations and services.
2. Responsible for provision of services such as facilities management and conferences/events reporting any discrepancies to the supervisor for consistent and timely delivery of services, to ensure the provision of a safe and comfortable working environment for WFP staff.
3. Support the production of various data and compile and prepare reports in order to contribute to the provision of accurate information for informative decision-making and to support the effective and timely management of WFP resources.
4. Contribute to planning, monitoring and processing administrative actions related to procurement, finance, etc., including contracts with external vendors to ensure all data is accurately and timely recorded, processed in WFP corporate systems and any operational issues addressed.
5. Adapt and update administrative processes, supporting the implementation of operating procedures, in order to contribute to the continuous improvement of administration services.
Key Accountabilities (Contd.)
6. Answer a range of queries related to the provision of administrative services in order to support the resolution of daily issues.
7. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives are met in compliance with all relevant regulations, policies, and procedures, and performance plan.
8. Provide training and guidance to staff in interpretation of administrative procedures, policies, processes, and use of corporate systems to ensure consistency and efficiency of services provided to all clients.
STANDARD MINIMUM QUALIFICATIONS
Education: First University degree in the related functional area..
Experience: At least 6 years experience in Business Administration, Conference Management, or any other relevant field.
Language: Fluency in both oral and written communication in Arabic and English. Fluency in another UN language is a plus.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Business Support Services & Reporting | Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. |
| Internal Controls & Risk Management | Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. |
| Resource Management | Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. |
| Specialised Knowledge in Administrative Services | Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in area of responsibility; applies this to ensure the provision of efficient and effective administration services. |
| Customer Focus | Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved. |
WFP LEADERSHIP FRAMEWORK
These are the common standards of behaviour that guide HOW we work together to accomplish our mission.
| Leads by Example with Integrity | Drives Results and Delivers on Commitments | Fosters Inclusive and Collaborative Teamwork | Applies Strategic Thinking | Builds and Maintains Sustainable Partnerships |
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Lives the WFP values and shows humanity and integrity by role modelling care for others |
Delivers on commitments and adapts readily to change |
Is inclusive and collaborative, and contributes to a culture of learning and personal growth |
Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things |
Builds and nurtures external partnerships and collaborates with partners to deliver common objectives |
Different expectations of behaviour are defined depending on your grade and role/responsibilities within WFP.
SPECIAL INSTRUCTION
This position is open to qualified Lebanese candidates only.
– Women and persons with disabilities are encouraged to apply
REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION
- We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, language skills and UN Grade (if applicable)
- Once your profile is completed, please apply, and submit your application
- Please make sure you upload your professional CV in the English language
- Kindly note the only documents you will need to submit at this time are your CV and Cover Letter
- Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time
- Please contact us at wfprecruitment@wfp.org in case you face any challenges with submitting your application
- Only shortlisted candidates will be notified
DEADLINE FOR APPLICATIONS
The deadline for applications is on 05 March 2023, Sunday at 11:59 pm. Qualified candidates are required to complete an online candidate profile on UN WFP Careers Website (https://www.wfp.org/careers). Only applications received on this website are considered valid and will be processed and only shortlisted candidates will be contacted.
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
