Lebanon: Administrative Assistant / Officer

1. Budget and financial support, including:

2. Supporting the biennium and yearly budget by preparing the departmental operating and project budget estimates;

3. Establishing internal financial controls to ensure budget and financial online systems are maintained in an accurate and timely manner;

4. Monitoring and tracking budget for the assigned unit including the preparation of Budget Allotment Adjustments;

5. Preparing for and drafting responses to audit requests.

6. Human resources support, including:

7. Preparing staffing table proposals and RPAs; maintaining staffing table records;

8. Coordinating with HRD the recruitment of area staff and consultants by initiating requests for vacancy announcements, facilitating interviews and drafting and administering the contracts;

9. Drafting and administering Consultant Contractor Contracts and Limited Durations Contracts

10. Procurement and contracting support, including:

11. Administering, verifying, and finalizing the preparation of Service Contracts and Consultancy Contracts;

12. Administering procurement and logistical operations including tenders, quotations, purchasing orders, etc.; handling and controlling the preparation of Lists of Requirements (LoRs);

13. Maintaining contacts with local vendors and suppliers in order to meet non-standard purchase requirements.

14. Assets management support, including:

15. Acting as a custodian of consumable supplies in his/her assigned unit, including (as available) seals, stamps and archives;

16. Handling surplus, obsolete or unserviceable equipment via coordinating with Information Systems Division (ISD) and Field Property Inspection Officer (FPIO), and/or keeps detailed updated records of the assets status and produces the appropriate equipment status reports accordingly;

17. Coordinating maintenance of assets including building maintenance and repair, vehicles, generator maintenance and management.

18. General administrative and filing support, including:

19. Collecting, compiling and preparing analysis of statistical data related to the programme/service; maintaining up-to-date records and files on the Department activities and staff;

20. Contacting other Departments and Divisions; obtaining or coordinating material on information as/and when required;

21. Maintaining filing /archiving system for service contracts, special service agreements and casual labor and ensures records are up to date.

22. Safety and security support (as applicable for the assigned unit), including:

23. Assisting, in coordination with the Safety and Security Unit, the implementation of office security requirements in unit installations to ensure overall compliance with UN security standards;

24. Acting as security focal point within the assigned unit and maintaining the security and safety of the building through the supervision of guards and cleaners.

25. Other specific functional support (as applicable for the assigned unit) , including:

26. Assisting in the administration of fellowships/grants, as available;

27. Maintaining up-to-date records of the Department projects and prepares progress reports on the implementation of funded projects;

28. Managing logistical preparations for workshops, conferences and meetings.

If you have the skills and experience required above, and want to make an active and lasting contribution to improving the lives of Palestine refugees, then register on http://jobs.unrwa.org by creating a personal profile and completing the UNRWA Personal History Form; it is the responsibility of the candidates (internal and external) to make sure that their Personal History Form is duly completed with the needed information before they apply as amendments to the Form will not be accepted after the deadline of the vacancy announcement. Only applications received through this website will be considered and the system will not allow applications after the deadline. Please note that UNRWA only accepts degrees from accredited educational institutions. Candidates may also be invited to take a technical exam in order further evaluate their qualifications for the post. Due to a high volume of applications received, only short-listed applicants will be contacted –“سيتم الإتصال فقط بالأشخاص الذين تنطبق عليهم متطلبات الوظيفة”. The United Nations does not charge a fee at any stage of the recruitment process. The United Nations does not concern itself with information on bank accounts. For further information in how to apply for a post, please visit the following link: https://www.youtube.com/watch?v=JreyKoXXKEA&feature=youtu.be

For any queries please send an email to: recruitmentquestions@unrwa.org. Please apply as requested above, do not send your CV To this email address, all cvs sent to this email address will be automatically ignored. يرجى تقديم الطلبات حسب التعليمات اعلاها وعدم ارسال السيرة الذاتية الى هذا البريد الالكتروني, سيتم تجاهل السير الذاتية التي ترسل الى هذا العنوان تلقائيا. Or contact the recruitment unit on 009611830403.