Admin Assistant (Public Information Unit) – G4 – Bey001 - Beirut

  The Administrative Assistant will be part of the Public Information Unit responsible for disseminating information externally and internally through weekly/monthly publications, media interviews, advocacy campaigns, etc. The incumbent will function under direct supervision of a National Professional Officer, who is required to monitor the performance of the incumbent and provide regular guidance.     Accountability (key results that will be achieved)   An organized, comprehensive PI portfolio containing all physical and soft PI materials is developed and maintained. Essential administrative tasks within the PI unit are implemented within tight deadlines.     Responsibility (process and functions undertaken to achieve results) Handle the administrative-related aspects of external missions including security clearances, travel, etc. Act as translator during foreign delegations/journalists. Maintain the organization, both of visibility material and electronic PI documents. Ensure the general maintenance of the PI files: i.e. physical arrangement, cleanliness and  organization. Operate office equipment such as computers, photocopiers and scanners. Manage the production of PI material. Draft reports as needed. Support the PI team in monitoring the media on a daily basis and producing other PI materials as needed. Establish frame agreements with relevant stakeholders when needed in coordination with technical units. Manage the annual PI budget and expenses. Maintain an up-to-date media log. Manage PI visibility material in terms of available stock and staff needs. Any other responsibilities/functions deemed necessary or as delegated by the direct Supervisor in order to meet the level of the services in the Section.     Authority (decisions made in executing responsibilities and to achieve results)   Advise on administrative requirements for external missions and other PI jobs. Liaise with other units at UNHCR to complete PI-related tasks.