Senior Admin Assistant – G5 – Bey027 - Beirut

The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent functions under direct supervision of an Associate Administrative Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.   2.2 FUNCTIONAL STATEMENT. Focusing on the deliverables and the achievements expected from the job, describe the functions to be performed by the incumbent of the position. Describe also the engagement and the degree of relationships with clients/partners, and the impact of actions.  Accountability (key results that will be achieved) The Office has adequate services and supplies to deliver its operations. The Office has sufficient administrative support in the areas of staff travel, conference service provision, protocol as well as other administrative data and records in MSRP and other systems. Responsibility (process and functions undertaken to achieve results)   Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licenses, travel arrangements and other similar documents; Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR; Assist in interpreting and processing of entitlements; Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements. Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents; Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records; Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be  highly confidential; Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps; Assist the management to organize and run UNHCR Office and Residential (wherever applicable) compounds; Prepare attestations and certificates required by the staff members for signature of senior officer;  Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization Authority (decisions made in executing responsibilities and to achieve results)   Access the relevant information and financial records, MSRP data. Record data and prepare reports pertaining to administration, including staff travel and protocol.