World Vision

Field Admin Assistant

World Vision

Job Description

  The purpose of the position is to provide administrative support in warehouse management and Field Operations to Beirut and Mount Lebanon operations staff in World Vision Lebanon, as part of the Beirut Blast Emergency Response.

MAJOR RESPONSIBILITES

% of time Activity End Results 35% Provide Admin Support to Field Operations in BML Office
  • Assist in the preparation of monthly payments for casual workers
  • Prepare weekly distribution plans and coordinate with WVL Security Department for any change
  • Assist in the preparation of building security assessments for new projects
  • Provide necessary support for the maintenance and assignment of vehicles to field staff
  • Support in the management of assets and items in BML Office
  • Payments for casual workers are submitted to Finance at the beginning of each month
  • Strong Coordination with WVL Security Department is ensured
  • Weekly distribution plan is shared on time
  • Vehicles are regularly maintained and properly assigned to field staff
  • Assets and items in the BML Office are properly managed
25% Support Field Operations in the Field
  • Support field teams and/or lead on any onsite distribution to schools, partners, municipalities or other community stakeholders
  • Deliver items to entities (partners) based on the request of field staff and follow up on necessary means of verification
  • Deliver letters and reports to ministries and local authorities
  • Support the field teams (once needed and available) in any field activity or intervention that require support
  • Prompt support is given to field teams in distributions and other field activities
  • Delivery to partner and entities is done on time
20% Support Field Operations in the Warehouse
  • Support field staff in undertaking Quality Control activities in warehouse
  • Ensure the availability of stickers with WV logo at all times
  • Supervise packaging and labelling activities and provide needed support to casual workers, as per the request of field staff
  • Provide items from warehouse to BML Office as per the request of field staff
  • Items in warehouse meet minimum specifications
  • All items in the warehouse have WV logo
  • Proper support is given to casual workers undertaking activities in warehouse
  • Items from the warehouse are readily available in the BML Office
15% Handle Procurement Requests and Coordination with Suppliers
  • Support in coordinating with suppliers to receive items in the warehouse on time
  • Ensure all documents from suppliers (original invoices, GRNs, etc.) are received to process payments on time
  • Items from suppliers are received on time
  • Payments to suppliers are processed immediately
5% Perform other duties as required
  • Attend and participate in WVL’s spiritual nurture and other organizational events
  • Responsible of own security and actively contribute to a positive security culture
  • Report CP incidents as per the safeguarding policy guidelines.
  • Abide by the Security Policies and procedures and report any incidents or breaches to line manager and / or Security Manager
  • Perform other duties as assigned by Line Manager
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

3 years of experience in a similar role Previous experience in an NGO or UN agency Good knowledge in Microsoft Word, Excel, and Outlook Ability to learn new online programmes related to Procurement Good organizational and record-keeping skills Good standard of written and Oral Communication Ability to handle multiple requests and work under pressure Required Education, training, license, registration, and certification

Technical degree in business Administration or equivalent Preferred Knowledge and Qualifications Previous experience in onsite distribution Travel and/or Work Environment Requirement

50% in the office and 50% in the field Language Requirements

Arabic English
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