UNWFP - Beirut - Business Support Assistant (Travel) SC 5

Organizational 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:

12 months (renewable based on business need and 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:

• Reviews the WeTravel inbox daily and certifies the travel requests timely
• 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.
• Maintain the trips Document database in WeTravel, advise and assist staff where required and review travel claims submitted by staff for reimbursement
• Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel
• Train staff in the processing of travel documents in line with procedures, rules and regulations and liaise with other offices as appropriate.
• Respond to queries from a variety of sources by providing information, advice
• Draft routine correspondence related to the unit’s work and type a variety of materials such as correspondence reports and papers.
• Coordinates with the travelers, the Travel Approving Officer (TAO), and the travel agency to finalize the Travel Requests as expeditiously as possible.
• To submit quarterly and annual travel reports or whenever necessary.
• 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 utilizing 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.