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Field Admin Officer

12071-11N29007
Horsh Tabet
26-Nov-18

PURPOSE OF POSITION

The purpose of the position is to provide administrative assistance and support Beirut and Mount Lebanon field operations in World Vision Lebanon.

MAJOR RESPONSIBILITIES

% Time

Major Activities

End Results Expected

40%

Handle Field Office Procurement requests

  • Identify possible suppliers to support any procurement requests (especially direct purchasing ones).

  • Track all field office procurement requests, validate and ensure standards are applied

  • Conduct field visits to suppliers to gather quotations, vetting documents, validate quality of products, take photos of products and finalize the procurement request.

  • Gather all needed means of verifications from suppliers and field teams before submitting them to the procurement/finance departments for payment.

  • Be focal person for Beirut team to receive supplier products, validate delivery and gather needed documents (GRN, AoA, invoice, etc .)

  • Support in purchasing hospitality, stationary or other items needed by BML field team.

  • Support in hiring casual workers in terms of gathering needed documents, finalizing contracts with P&C and validating payments.

Procurement requests are efficiently handled as per the field needs.

40%

Data entry and Filing

  • Organize and be responsible for the filing system in BML team for the various projects and programs (Legal documents, MOUs, contracts, agreement, attendance sheets, transportation and Fleet). Ensure that documents are properly filed in their respective projects.

  • Support field team in data entry using different templates in order to accurately document and track beneficiaries and their participation in the program activities.

  • Validate the attendance sheets received from the field before any data entry on the systems.

  • Support field teams in gathering the needed means of verification from the field (for example stamped attendance sheets).

Database is accurate and always updated as per need and in alignment with the standards.

Filing system is accurate and as per WVL standards.

15%

Supporting Field Operations

  • Support the field teams and/or lead in any distributions to schools, partners, municipalities or other community stakeholders.

  • Support the field teams (once needed and available) in any field activities or interventions that require huge man power.

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.

  • 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 the Line Manager

KNOWLEDGE, SKILLS AND ABILITIES

  • Competency in Microsoft Word/Excel and email systems

  • Good organizational, record keeping skills

  • Good standard of written and oral communication

  • Detailed oriented

  • Team player

  • Ability to handle multiple requests

  • 2 years of administrative/accounting experience

  • Technical degree in business administration.

  • 60% in the National Office and 40% in the field