Business Support Assistant (Protocol)

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impact of climate change. Established in 1961, WFP operates in over 120 countries, assisting more than 115.5 million people each year. The organization is committed to diversity and inclusion, ensuring equal employment opportunities for all employees, regardless of race, gender, or background. WFP has been recognized for its efforts, receiving the Nobel Peace Prize in 2020 for its work in alleviating hunger and promoting peace. WFP Lebanon specifically focuses on providing assistance to Syrian refugees and vulnerable Lebanese populations, supporting government initiatives to strengthen social safety nets, and improving nutrition through school meal programs. WFP invests in the personal and professional development of its employees, offering training, mentorship, and opportunities for internal mobility, fostering a diverse and inclusive work environment.

Job Overview:
The Business Support Assistant (Protocol) will play a crucial role in facilitating effective service delivery within the WFP by managing standard business support processes related to protocol, shipment, and clearance formalities. Reporting directly to the Head of Management Services, the incumbent will be responsible for drafting official documents, managing vendor and asset records, and ensuring timely communication with both internal and external stakeholders. This position requires a proactive individual with strong organizational skills, confidentiality, and the ability to communicate effectively with a diverse range of individuals. The role is essential in maintaining the integrity of data and ensuring that all business support functions are executed efficiently and accurately, contributing to the overall mission of WFP to provide humanitarian assistance.

Duties and Responsibilities:

• Draft official letters, memos, and other documents for government parties related to protocol, shipment, and clearance formalities, including invitation letters and special permits.
• Process visa applications and manage official travel arrangements.
• Assist the logistics/port team with communication for high-level visits and meetings.
• Manage routine administrative tasks across various functional areas to ensure effective resource management.
• Provide revision, translation, and proofreading services for standard documents to ensure accuracy.
• Maintain and update vendor records for creation and amendments.
• Execute asset transactions in internal systems, including identifying assets for disposal or replacement.
• Respond to queries and escalate issues as necessary to provide timely service.
• Maintain standard systems and files to ensure information is accurate and readily available. 1
• Identify discrepancies in data and report them to senior staff. 1
• Ensure data integrity for accurate information availability in corporate systems. 1
• Guide junior colleagues on routine business support methods and practices. 1
• Collaborate with various individuals and incorporate feedback to enhance business support delivery. 1
• Perform other related duties as required.

Required Qualifications:
Completion of secondary school education is mandatory, while a Bachelor’s Degree in Business Administration or Translation and Languages is considered an advantage. Candidates must demonstrate fluency in both oral and written communication in English and Arabic, with knowledge of French being a plus. A minimum of four years of progressively responsible work experience in general administrative roles is required. Candidates should possess knowledge of diplomatic protocol and clearance arrangements, experience liaising with government officials, and proficiency in preparing, translating, and proofreading official correspondence in English and Arabic. Familiarity with MS Office applications (Word, Excel, PowerPoint) is essential, along with strong organizational, client orientation, and communication skills.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. A Bachelor’s Degree in Business Administration or Translation and Languages is preferred and will be considered an asset in the selection process.

Experience:
Candidates must have at least four years of progressively responsible work experience in general administrative roles. Experience in the UN or humanitarian sector is desirable, particularly in areas related to protocol and clearance arrangements, as well as liaising with government officials. Familiarity with the operational routines and methods of the WFP or similar organizations will be beneficial.

Languages:
Fluency in both oral and written communication in English and Arabic is mandatory for this position. Knowledge of the French language is considered an advantage and may enhance a candidate's profile.

Additional Notes:
This position is based in Beirut, Lebanon, and the application deadline is set for 11 September 2025 at 23:59 GMT+02:0

• The World Food Programme is committed to fostering diversity, equity, and inclusion in its workforce and encourages applications from qualified candidates of all backgrounds, including women and individuals with disabilities. The recruitment process is designed to be accessible and fair, with reasonable accommodations available for candidates who require them. WFP does not charge any fees during the recruitment process and emphasizes the importance of submitting accurate and complete application profiles.