Business Support Assistant (Security) G5 Vacancy-Job Ref: ACLBWFP/2306/202490

Business Support Assistant (Security) G5 Vacancy-Job Ref: ACLBWFP/2306/202490
Beirut (Lebanon)

JOB DESCRIPTION
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 is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all.

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 helping individuals and communities find life-changing solutions to the multiple challenges they face in building better futures.

In conflict situations, we bring relief to exhausted populations and use food assistance to build pathways to peace and stability – work for which WFP was awarded the Nobel Peace Prize in 2020.

WFP Lebanon provides humanitarian assistance to vulnerable people 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.

Job Purpose:

Under the direct supervision of the Head of Security or their designate, the Business support Assistant (security) will be responsible to deliver standard business support processes to facilitate effective service delivery in the area of security, security compliance, security procurement, compliance, long term agreements (LTAs), etc.

The incumbent will also support the drafting of official documents and requests in these areas, liaising both with internal and external stakeholders to collect and share information, and inputting transactional records in internal systems, ensuring timely and accurate update, including reporting of security parameters and figures, developing of tableau dashboards of staff tracking and for security compliance.

The incumbent will also act as a procurement focal point for the security unit, including preparing the procurement plans, handling security long term agreements and will act as focal point with the private security company.
The Business Support Assistant will be required to demonstrate good organizational, confidentiality, and proactivity skills while being a team player who can confidently and effectively communicate with a wide range of individuals.

Key Responsibilities (not all-inclusive, nor exhaustive):

Support processing and managing routine administrative tasks in various functional areas, to contribute to the effective and timely management of resources.
Provide revision, translation, and proof-reading services for standard documents, to contribute to the development of accurate documentation.
Support in vendor creation and amendment by maintaining and updating vendor records.
Carry out Asset transactions on internal systems, including identifying assets for disposal/replacement
Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients.

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.

Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards.
Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff.
Perform other related duties, as required.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education: Completion of secondary school education. Bachelor’s Degree in Business Administration or Translation and Languages is an advantage.

Experience: At least Four (4) years of progressively responsible work experience in general administrative work.

Language: Fluency in both oral and written communication in English and Arabic languages.

Required Skills

Experience taking minutes of meetings, and supporting the drafting/proofreading, translation and tracking/dissemination of information/news, bulletins, etc. in various formats/platform.
Good knowledge of MS Office (Word, Excel, PowerPoint)
Good organization, client orientation and communication skills
Experience updating database/tracking sheet and maintaining records in a timely and accurate manner
Experience conducting research and compiling background information/data from different sources, including digital social channels used by WFP.
Experience dealing with procurement processes
General knowledge of Security and Safety

Desired Skills:

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

Collaborates to deliver common objectives
Terms and Conditions:

WFP offers a competitive benefits package including salary, various types of leaves including maternity and paternity, medical and life insurances, provision of breastfeeding rooms for new parents, and various wellness platforms.
WFP Lebanon offers flexible working hours schedule upon prior approval.
Our premises are accessible, and we are committed to accommodate to any required reasonable accessible needs to remove barriers in the workplace.
Only shortlisted applicants will be contacted.
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

Please click on the button below to Apply.