WFP Beirut CO – Business Support Assistant (Protocol) SC4

WFP Lebanon encourages female candidates and people with disabilities to apply.

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 does not charge a fee or request bank details at any stage of the recruitment process.

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. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at [email protected] (and copying in [email protected]). Our DEI team is here to ensure your full participation in our recruitment process.

Job Title: Business Support Assistant (Protocol) SC4

Contract Type / Grade: Service Contract – SC4

Duty Station: Beirut Country Office

Contract Duration: 12 Months, (Renewable based on availability of funds, business needs and performance).

Date of Publication: 12 June 2024

Deadline of Application: 26 June 2024

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.

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

Job Purpose: Under the direct supervision of the Head of Administration or his/her designate, the incumbent will be responsible to deliver standard business support processes to facilitate effective service delivery in the area of protocol, shipment and clearance formalities, as well vendor and asset management. The Business support Assistant (Protocol) will 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
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 the drafting of official letters /memo and other official documents to Government parties for all protocol, shipment and clearance formalities , such as invitation letters, note verbale, special permits to restricted areas such as ports and airports, declaration en douane, etc
• Support the processing of visa applications and processing for official travels.
• Support the logistics/port team in their official communication with the government for high-level visits and meetings.
• 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:

• Knowledge of diplomatic, protocol and/or clearance arrangements
• Experience liaising with government officials/offices.
• Experience in preparing, translating and proofreading official correspondence and communications in English and Arabic
• Good knowledge of MS Office (Word, Excel, Powerpoint)
• Good organization, client orientation and communication skills

Desired Skills:

• Experience working in the UN or humanitarian sector

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.

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.

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.