Administrative Assistant, Beirut, Lebanon
Organization: UNDP - United Nations Development Programme
City: Beirut, Lebanon
Office: UNDP Lebanon
Closing date: Thursday, 26 November 2020
Advertised on behalf of : Location : Beirut, LEBANON
Application Deadline : 26-Nov-20 (Midnight New York, USA)
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : Arabic English
Starting Date : (date when the selected candidate is expected to start) 01-Jan-2021
Duration of Initial Contract : 12 months
Expected Duration of Assignment : 12 months with possibility of extension
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States‘ priorities and efforts, building effective partnerships with civil society and other relevant actors
Reporting to Operations Analyst, the Administrative Assistant will support in planning, implementing, and managing UN Women Lebanon Country office. She/he will work in close collaboration with the Operations Associate in supporting UN Women CO in its daily activities.
Duties and Responsibilities
The Administrative Assistant will carry out the following functions under the direct supervision Operations Analyst:
Provide administrative support to property management.
Maintain filing system ensuring safekeeping of confidential materials for entire UN Women Country Office.
Support UN Women Operations team in maintaining online archive system.
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required.
Maintain records on assets management and prepare required reports.
Prepare and distribute invitation, agendas, various information, etc.;
Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of
format, grammar, and spelling;
Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats;
Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
Prepare payment requests, financial reports, budget planning, and financial expenditures as needed;
Safe keeping and maintenance of the project / UN Women equipment and stocks;
Act as an interpreter/translator upon request from English, into Arabic vice versa if required;
Assist with photocopying, scanning, and faxing (for the Country Office activities) ;
Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements).
Coordinate UN Women Country office vehicle pool and distribution of vehicles as requested (maintain the routine vehicle request procedures, checking driver’s logbook)
Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs.
Build and share knowledge and experience related to administrative and operations support.
Coordinate and supervise shipments and customs clearance arrangements.
Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters.
Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation as needed
Perform other relevant duties as required.
Respect for Diversity
Tags administrative assistant empowerment of women gender mainstreaming human rights interpreter knowledge management logistics peace and security photocopying procurement property management public administration time management vehicles women and girls
Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
Leading by Example
Proficiency in IT skills demonstrated;
Knowledge and understanding of UNDP/UN WOMEN administrative procedures and functions will be an asset;
Familiarity with results-based management and human rights-based programming will be an asset.
Excellent interpersonal and strong communication skills;
Ability to work in an international and multicultural environment demonstrated;
Strong organizational and time management skills, ability to meet deadlines;
Ability to work as a member of a team.
Ability to approach work with energy, commitment, and a positive, constructive attitude;
Resourceful in finding solutions.
Required Skills and Experience
Education and certification:
Completion of secondary education required.
Bachelor’s degree in Business or Public Administration is an asset
At least two years of work experience in finance, general administration, logistics
Fluency in English and Arabic is a must
Working knowledge of any other UN official working language is an asset.
Computer skills, internet communication and command of MS Office