Business Support Assistant (secretariat and Coordination) - SSA4 - North Field Office

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and using food assistance to build a pathway to peace, stability, and prosperity. Operating in over 120 countries, WFP assists millions of people annually, providing critical support in emergencies and helping communities overcome complex challenges to build better futures. WFP Lebanon specifically supports refugees and vulnerable Lebanese populations with cash and in-kind assistance, strengthening social safety nets and resilience-building activities.

Job Purpose

The Business Support Assistant (Secretariat and Coordination) will provide essential administrative and coordination support to the North Field Office, with a primary focus on the Operational Coordination Group (OCG) for the North and Akkar regions. This role is crucial for ensuring the smooth functioning of OCG meetings and related activities, which are co-chaired by the Head of the North Field Office. The incumbent will be responsible for managing the OCG calendar, scheduling meetings, preparing agendas and supporting documents, accurately recording and circulating minutes, and diligently tracking action points to ensure timely follow-up. Additionally, the position supports the Head of Field Office in reporting, information management, and maintaining effective communication with OCG members and other key stakeholders, contributing to efficient humanitarian operations in a dynamic environment.

Responsibilities

The Business Support Assistant (Secretariat and Coordination) plays a crucial role in supporting the Head of the North Field Office and ensuring efficient administrative operations. Key responsibilities include gathering information to aid in document drafting and report preparation, and responding to client queries to provide timely and accurate service. The role involves processing routine administrative and financial tasks, contributing to effective resource management. Additionally, the assistant provides revision and proof-reading services for standard documents, ensuring accuracy and quality. Maintaining standard systems and files is essential for information accessibility. The position requires identifying and reporting simple data discrepancies to senior staff, and taking responsibility for data integrity within corporate systems. The assistant also guides junior colleagues on business support methods and practices, ensuring consistent service delivery. Collaboration with diverse individuals and incorporating feedback are vital for effective business support delivery.

Work Experience

Requires four or more years of progressively responsible work experience in administrative, secretariat, or coordination support functions, including general administrative work. Prior experience within the UN system, NGOs, or inter-agency coordination structures is considered desirable.

Skills

Secretariat Support, Coordination Support, Minute Taking, Document Drafting, Information Management, Calendar Management, Meeting Logistics, Data Integrity, Administrative Tasks, Financial Tasks, Proofreading, Communication Skills, MS Office Proficiency, Virtual Meeting Platforms, Inter-agency Coordination, Humanitarian Context, UN System Knowledge

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