Administrative Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices:
(i) advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii) provide technical assistance and deliver core services;
(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v) ensure risk-smart and accountable operations and management
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

Under the overall supervision of the FAO Representative in Lebanon, the direct supervision of the Assistant FAOR (Admin) and in close coordination and interaction with a variety of colleagues from within the immediate work unit to exchange routine information and provide standard office support services.

Technical Focus

The Administrative Assistant ensures efficient fleet and travel management by coordinating vehicle allocation and drivers, and maintaining compliance with FAO administrative, safety, and security standards. The role focuses on accurate data management, including tracking fuel consumption, maintenance, and fleet records, while producing analytical reports through corporate systems. It also supports travel logistics by organizing missions, calculating entitlements, and ensuring proper documentation, combining operational coordination with data-driven oversight to enhance efficiency and accountability.

Tasks and responsibilities

• Support the effective management of the Country Office fleet in accordance with FAO administrative, financial, and security rules and procedures.
• Prepare and disseminate periodic transportation plans, including field mission schedules; ensure proper allocation and optimal utilization of vehicles.
• Coordinate the pool of drivers, including assignment of duties, monitoring of attendance and leave, overtime control, and contribution to performance evaluations.
• Ensure drivers comply with the UN Code of Conduct, road safety regulations, and applicable security requirements; organize regular briefings and refresher sessions as required.
• Maintain updated vehicle movement plans, trip logs, and complete fleet documentation, including service history, insurance, registration, inspection records, and drivers’ licenses.
• Monitor preventive maintenance schedules and coordinate repairs, ensuring quality control and timely follow-up with service providers.
• Track fuel consumption and vehicle efficiency; reconcile fuel usage against mileage, analyze trends, and report irregularities to the supervisor.
• Ensure compliance with accident and incident reporting procedures; maintain related records and conduct periodic spot checks on vehicle condition and driver compliance.
• Maintain an updated fleet inventory and reference system; support vehicle handover/takeover processes, fleet replacement planning, and disposal in line with FAO asset management procedures.
• Enter and maintain accurate fleet and travel data in corporate systems (e.g., COIN, GRMS); prepare periodic analytical summaries and reports for management review.
• Support official travel arrangements, including preparation of monthly and weekly travel plans, coordination of non-staff travellers, calculation of entitlements (DSA, transportation allowances), and related system transactions.
• Collaborate with the Security Officer and UNDSS to ensure compliance with Minimum Operating Security Standards (MOSS)
• Perform any other related tasks as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in business administration, accounting, public management, or a discipline relevant to the position.
• 4 years of relevant experience in administration management, preferably in UN, NGO, or development contexts, with experience working with fleet, providing administrative support.
• Working knowledge of English (level C)
• National of Lebanon

FAO Core Competencies

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

Technical/Functional Skills

• Fleet and transportation management, including vehicle allocation, maintenance tracking, and fuel monitoring
• Data management and reporting, with experience in dashboards, analytical summaries, and corporate systems.
• Travel coordination and administration, including mission planning, entitlement calculations (DSA), and logistics support

Selection Criteria

• Strong analytical skills in monitoring fleet performance, including fuel consumption, vehicle utilization, and maintenance trends
• Experience managing fleet and travel data, ensuring accurate tracking of vehicle logs, movement plans, and mission schedules
• Ability to generate and use reports to optimize transportation planning, support travel logistics, and improve operational efficiency

ADDITIONAL INFORMATION