If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you. For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

I. Organizational Context and Purpose for the job:

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nation.

Job organizational context:

The Administrative Assistant (Premises and Utilities) specific JD, at the G5 Level, is used in a UNICEF country office and reports to the Admin Finance Officer at NOB Level.

Purpose for the job:

Under the direct supervision of the Admin Finance Officer undertakes administrative management support services in a country office, the incumbent assists in ensuring efficient and cost effective administrative support services, providing guidance to administrative staff as well and supporting staff in office administrative assignments. Ensures the office's administrative operations and services are in compliance with the organization's administrative policy, procedures, rules and regulations.

II. Key function, accountabilities and related duties/tasks:

Summary of key functions/accountabilities:

1. Assists the Administrative Officer in preparing estimates on office premises, supplies and equipment requirements for budget preparation purposes. 

2. Monitors and supervises adequate and appropriate use of supplies. Ensures that services and maintenance of premises are in accordance with organizational standards.

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

4. Overviews 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.

5. Liaises with the Landlord's maintenance office concerning services provided by the center e.g. shortage of water, power cut and Sheller system etc.

6. Issues and amending Purchase Requisitions (PR) for services and following up on PO release ( for the new premises)

7. Arranges 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.

8. Monitors and supervises Office maintenance and maintenance of office equipment by contractors and certifies that the services and maintenance of premises are in accordance with organizational standards.

9. Ensures that all administrative transactions and arrangements of contracts are in compliance with the applicable policies, procedures, rules and regulations.

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

11. 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.

12. Drafts correspondence, and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures

13. 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.

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 (based on UNICEF Professional Competency Profiles):

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (I)
• Working with People (II)
• Drive for Results (I)

Functional Competencies:

• Analyzing (I)
• Learning and Researching (I)
• Planning and Organizing (I)
• Following instructions and procedures(I)

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.