Administrative Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Under the direct supervision of the Administrative & Finance Officer and in close collaboration with the Admin Unit, the incumbent provides administrative and logistic support to OCHA team ensuring an effective and efficient functioning of the office.

Within the delegated authority of OCHA Head of Office and under the direct supervision of OCHA Administrative & Finance Officer or his/her designated mandated representative(s), the UNV Administrative Assistant will:

• Provide administrative support to meetings, conferences, workshops, retreats and other events including scheduling and sending out of invitations, booking of conference rooms and facilities, preparation of in-session documentation, minutes and material distribution;

• Coordinate with United Nations Department of Safety and Security (UNDSS) within ESCWA building for the access of the visitors and with the drivers for the preparation of the conference rooms for meetings;

• Organize the weekly team meeting including agenda, minutes of meeting and action points to follow-up;

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;

• Arrange hotel reservations for missions and support with protocol matters & coordination with local authorities for official visits;

• Assist the drivers in the arrangement of vehicle transportation and the drivers schedule & checking the vehicle daily log;

• Support the preparation of the Security Clearances for trips inside Lebanon;

• Assist the Admin & Finance Officer on following up with UNDP on the recruitment process for national staff;

• Assist the Admin & Finance Officer in the preparation of the Travel Requests on Umoja;

• Assist in updating the inventory excel sheet for the serialized and non-serialized equipment;

• Perform other duties as requested by the Supervisor and/or Head of Office.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Planning and organizing • Communication • Flexibility • Client Orientation • Genuine commitment towards the principles of voluntary engagement

Accounting, Business, Public Administration or other relevant programmes; • Experience with Umoja is an asset; • Experience working in the UN or other international development organization is an advantage; • Excellent oral and written skills; excellent drafting, formulation in English and Arabic • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness; • Have affinity with or interest in humanitarian work, volunteerism as a mechanism for durable development, and the UN System.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Beirut, Lebanon. National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions.