Administrative Assistant

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors

Reporting to Operations Analyst, the Administrative Assistant will support in planning, implementing, and managing UN Women Lebanon Country office. She/he will work in close collaboration with the Operations Associate in supporting UN Women CO in its daily activities.

Duties and Responsibilities

The Administrative Assistant will carry out the following functions under the direct supervision Operations Analyst:

• Provide administrative support to property management.
• Maintain filing system ensuring safekeeping of confidential materials for entire UN Women Country Office.
• Support UN Women Operations team in maintaining online archive system.
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required.
• Maintain records on assets management and prepare required reports.
• Prepare and distribute invitation, agendas, various information, etc.;
• Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of
• format, grammar, and spelling;
• Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats;
• Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
• Prepare payment requests, financial reports, budget planning, and financial expenditures as needed;
• Safe keeping and maintenance of the project / UN Women equipment and stocks;
• Act as an interpreter/translator upon request from English, into Arabic vice versa if required;
• Assist with photocopying, scanning, and faxing (for the Country Office activities) ;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements).
• Coordinate UN Women Country office vehicle pool and distribution of vehicles as requested (maintain the routine vehicle request procedures, checking driver’s logbook)
• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs.
• Build and share knowledge and experience related to administrative and operations support.
• Coordinate and supervise shipments and customs clearance arrangements.
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters.
• Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation as needed
• Perform other relevant duties as required.

Competencies

Core Values:                   

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Technical/Functional Competencies:

• Proficiency in IT skills demonstrated;
• Knowledge and understanding of UNDP/UN WOMEN administrative procedures and functions will be an asset;
• Familiarity with results-based management and human rights-based programming will be an asset.
• Behavioral Competencies:
• Excellent interpersonal and strong communication skills;
• Ability to work in an international and multicultural environment demonstrated;
• Strong organizational and time management skills, ability to meet deadlines;
• Ability to work as a member of a team.
• Ability to approach work with energy, commitment, and a positive, constructive attitude;
• Resourceful in finding solutions.

Required Skills and Experience

Education and certification:

• Completion of secondary education required.
• Bachelor’s degree in Business or Public Administration is an asset

Experience:

• At least two years of work experience in finance, general administration, logistics

Language Requirements:

• Fluency in English and Arabic is a must
• Working knowledge of any other UN official working language is an asset.
• Computer skills, internet communication and command of MS Office