The UNITED NATIONS WORLD FOOD PROGRAMME wants Beirut – Business Support Assistant (Travel) SC 5
الوصف الوظيفي
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
المهارات
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.
تفاصيل الوظيفة
نبذه عنا
The UNITED NATIONS WORLD FOOD PROGRAMME (WFP) is the world’s largest humanitarian organization working towards zero hunger by 2030, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change. Powered by the passion, dedication and professionalism of our 20,000 staff worldwide, the United Nations World Food Programme (WFP) works in over 80 countries to bring life-saving food to people displaced by conflict and made destitute by disasters, and help individuals and communities find life-changing solutions to the multiple challenges they face in building better futures. In 2020, WFP assisted 115.5 million people – the largest number since 2012. On any given day, WFP has 5,600 trucks, 30 ships and nearly 100 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.61.
We work to enhance nutrition in women and children, support smallholder farmers in improving productivity and reducing losses, help countries and communities prepare for and cope with climate-related shocks, and boost human capital through school feeding programmes. In conflict situations, we bring relief to exhausted populations and use food assistance to build pathways to peace and stability. For its efforts to combat hunger, for its contribution to bettering conditions for peace in conflict-affected areas and for acting as a driving force in efforts to prevent the use of hunger as a weapon of war and conflict, WFP was awarded the Nobel Peace Prize in 2020.
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– Please consider fulfilling the required conditions and observing them before applying, adhering to deadlines and being serious about work
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