Office Assistant (Administration)

Organizational Setting

FAO's office for Lebanon is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Lebanon. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Beirut, Lebanon. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

The Office Assistant reports to the Assistant FAO Representative (Administration). The Office Assistant interacts with a limited variety of colleagues from within the immediate work unit to exchange routine information and provide standard office support services.

Technical Focus

Fleet Management, Logistics and Administration.

Tasks and responsibilities

• Assist in the fleet management on a periodic basis: preparation and distribution of the transportation plan including the mission on the fields, control of the logbooks, monitoring of the vehicles check, maintenance and insurance • Assist in the management of the pool of drivers (mission organization, leave monitoring …). • Enter information and data into the corporate system of the organization (COIN); prepare periodic summary for analysis and identification of necessary action. • Maintain files related to the fleet management and reference systems according to standard procedures. • Upon instructions, initiate basic transactions in computerized financial systems. • Support the organization and administration of meetings, workshops and events. • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education • One year of relevant experience in office support work • Working knowledge (level C) of English and the local language; • National of Lebanon or a legal resident in the country with a valid work permit

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Good knowledge of fleet management, logistics and administration • Working experience in fleet management and computerized system • Previous work experience with the UN is an advantage • Knowledge of the MS Office applications, Internet and office technology equipment