Administrative Associate GS-6, Fixed Term Appointment, Beirut, Lebanon, PN

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 4,290 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, hope

UNICEF started to work in Lebanon in 1948 and established its office in 1950. For more than 70 years we’ve been working closely with the Government of Lebanon, other UN agencies, international and local NGOs, universities, and more than 100 partners to meet the needs of disadvantaged children in Lebanon. Responding to life-saving needs and ensuring equal access to quality public services, the impact of our work is felt in every aspect and every sphere of society. To learn more about our work, please refer to: https://www.unicef.org/lebanon/what-we-do

How can you make a difference?

Under the supervision and guidance of the Admin and Finance Officer NO-2, the Administrative Associate is responsible for executing a broad variety of procedural and specialized administrative tasks for the respective section requiring in-depth knowledge of UNICEF administrative procedures, processes and policies.

Key highlights/ main duties:

Administrative Services:

• Initiate correspondence related to UN ID services.
• Ensure that services and maintenance of premises are in accordance with organizational standards. Conducts daily tour to all UNICEF Beirut Offices to ensure functionality of office facilities i.e. Air conditions, Lighting, kitchens and restrooms.
• Monitor and supervise office maintenance and maintenance of office equipment by contractors and certify that the services and maintenance of premises are in accordance with organizational standards.
• Arrange for adequate office space and provides UNICEF personal with the needed office furniture.
• Supervise the ancillary service staff and monitor their performance.
• Reconcile the monthly official mobile bills and follow up on refunding of personal usage.
• Manage the contracts of the following services: stationary, drinking water, translation, interpretation, editing services, maintenance of printers, maintenance of premises, maintenance of CCTV and access control, maintenance of UPSs, cleaning services, security guarding services, printing services.
• Custodian of sim cards, MiFi, and office stationery and responsible of monthly records’ update. Replenish stationary stock and procurement of needed items.
• Place orders of office supplies.
• Issue and amend all Purchase Requisitions (PR) related to administrative services and follow up on the completion of POs.

Internal and External Official Meetings (Conference rooms, venues, and services)

• Maintain office calendar, book the conference rooms for official internal meetings, and provided the needed services for meetings.
• Receive the requisition of official external meetings, coordinates the booking of venues, and provide the needed official services.
• Follow up on the security clearances of meetings as per UNDSS advisory.
• Liaise with sections to receive the needed funds.

Other related duties:

Maintenance of premises:

• Ensure that services and maintenance of premises are in accordance with organizational standards.

• Conduct daily tour to all UNICEF Beirut Offices to ensure functionality of office facilities i.e. Air conditions, Lighting, kitchens and restrooms.

• Oversee maintenance works conducted in offices i.e. SRF installation, security system upgrade (works usually done during weekends) air conditioning system maintenance, refurbishment works, painting, installing partitions etc.

• Liaise with the Landlord’s maintenance office concerning services provided by the center e.g. shortage of water, power cut and Sheller system etc.
• Issue and amend purchase requisitions (PR) for services and following up on PO release (for the new premises)
• Arrange for adequate office space and furniture for staff members and office maintenance services in a timely fashion and supervising the office cleaning services to provide effective operations support to the office.

• Monitor and supervise Office maintenance and maintenance of office equipment by contractors and certifies that the services and maintenance of premises are in accordance with organizational standards.

• Receive and process Low value service requests (less than $2500) i.e. translation, interpretation and office maintenance works. Follow up with service provider on delivery.

Calendar/Meetings/Correspondence Management

• Maintain office calendar and arrange meetings ( Receive requests, check calendar and available meeting rooms and inform requesting section accordingly)

• Arrange meeting room set up based on section requirement needs (whether U shape, classroom, theatre style or round tables)

• Support capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.

• Arrange times through liaising with participants over availability.
• Liaise with budget focal points and section over costs and needs.

Supplies/Equipment

• Support management of administrative supplies, office equipment, and updating inventory of items.
• Monitor and supervise adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.
• Arrange for the purchase and timely distribution of office supplies.
• Keep stock and issue office stationery, equipment accessories and consumables including toner cartridges, and distribution of stationery as per requests. Prepare monthly summary sheet on the balances of the items.
• Custodian of Petty Cash; monitors all cash requests, properly documents and disburses according to UNICEF rules in a timely way, replenishing promptly as needed under the guidance of Supervisor
• Draft correspondence, and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures

To qualify as an advocate for every child you will have…

• Education: Completion of secondary education is required. A first University Degree in Business, Management or any other related field is desirable.
• Experience: A minimum of 6 years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

Core Values

• Care
• Respect
• Integrity
• Trust
• Accountability

Core competencies

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.