Organization: UN Children's Fund
Country: Lebanon
Closing date:
09 Dec 2016I. Organizational Context and Purpose for the job:
Job organizational context:
The Administrative Assistant specific JD, at the G6 Level, is used in a UNICEF country office and reports to the Chief of Zonal office at level 4.
Purpose for the job:
Under the general supervision of the Chief of Tripoli Zonal Office , The incumbent performs and coordinate administrative support functions for Tripoli zonal office, which include work supervision of administrative staff engaged in transportation and ancillary staff, as indicated by the requirements and structure of the organization
II. Key function, accountabilities and related duties/tasks:
Summary of key functions/accountabilities:
Supervise the zonal office transport function including overseeing the work and providing guidance to the team of drivers, responsible for the smooth coordination of the zonal office fleet as well as office rented vehicles. Liaise with transport assistant in Beirut office regarding all maintenance and repairs required. Check all log books on a regular basis to verify trips undertaken and paying particular attention to vehicle fuel consumption and any anomalies on the mileage covered per trip and report the same to the Administrative Officer in Beirut.Responsible for the Administrative arrangements regarding official travel of staff and UNICEF visitors, prepare and monitor travel plan, arranging for security clearances and issue travel authorizations in line with UNICEF rules and regulations confirming accuracy of information for signature of budget owner.Arranging 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.Maintain up-to-date inventory of all UNICEF expendable and non-expendable properties and assist in the preparation of the annual physical inventory for the zonal office. Ensure proper utilization of UNICEF property, prepare and support the local PSB for subsequent disposal of any office equipment and others as per stipulated procedures.Responsible for keeping stock and issuance of 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.Monitor and supervises Office maintenance and maintenance of office equipment by contractors and certifies that the contractors have undertaken the job as required before payment is made.Undertake all administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment, as required.Draft correspondence, and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures. Drafting minutes of the zonal office meetings or head of office meeting with visitors. Maintain and forward staff leave, attendance and outside missions to HR.Develop contacts directory of important stakeholders of the governorates and get an appointments and prepare relevant documents for such meetings with support of programme colleaguesCustodian of Petty and Cash on Hand (COHA); 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.III. Impact of Results:
Administrative support services provided by the Administrative Assistant to facilitate smooth running of the Office and effective Programme delivery.Well managed and effective office operations, systems and procedures facilitates team work and the work of the office.Knowledgeable delivery of quality services contributing to achievement of work objectives.IV. Competencies and level of proficiency required:
Core Values
CommitmentDiversity and inclusionIntegrityCore competencies
Communication [II]Working with People [II]Drive for Results [II]Functional Competencies:
Analyzing [II]Applying Technical Expertise [II]Planning and Organizing [II]Following instructions and procedures[II]V. Recruitment Qualifications:
Education:
Completion of secondary education, supplemented by diploma or certificate in the administrative field.
Experience:
Six years of progressively responsible clerical and administrative work.
Language Requirements:
Fluency in both written and spoken English and Arabic required.
How to apply:UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=501586