Admin Associate (Executive Office) – G6 – Bey003 – (4 Months Appointment On Replacement Capacity) - Beirut

2.2 FUNCTIONAL STATEMENT. Describe the accountabilities, responsibilities and authorities associated with the position. Accountability (key results that will be achieved): - The Supervisor’s office is efficiently managed and appropriate executive support provided to the Supervisor. - Smooth running of the Office and its flow and management of information are ensured. - Agenda of the Supervisor is prioritised in order to meet deadlines. Responsibility (process and functions undertaken to achieve results): - Arrange appointments and maintain Supervisor’s calendar, receive high-ranking visitors, place and screen telephone calls and answer queries with discretion. - Manage the flow of information to/from the Supervisor and other senior staff; identify priority matters that need to be urgently addressed by the Supervisor. - Confer with senior managers in the operation and Heads of Sections to secure timely and authoritative information relevant to matters requiring action, facilitating decisions by or authorised approvals from the Supervisor. Ensure follow up to ensure that appropriate action is being taken by senior managers on tasks determined by the Supervisor. - Prepare briefing materials for Supervisor for official trips or special meetings. Also, assist with making travel arrangements and security clearances. - Draft correspondence and ensures follow-up, as required, in general administrative or specialised which may be of confidential nature within the assigned area of responsibility; - Maintains policy, confidential and general files; - Clears correspondence for conformity with established procedures and accuracy of statements before being signed by supervisor; - Arrange meetings with high-ranking officials and official receptions given by the Supervisor. - Ensure that high-level visitors are appropriately informed, that they receive background information as necessary, and that the necessary protocols are respected. - Prepare informal translations. - Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system. - Select and make pertinent abstracts and undertake searches for information. - Draft non-substantive correspondence and ensure follow-up. - Type correspondence, documents and reports, etc., some of which are highly confidential. - Maintain policy, confidential and general management files. - Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps. - Ensure timely administrative procedures (hospitality expenses, education grants, home leave etc.). - Perform other related duties as required. Authority (decisions made in executing responsibilities and to achieve results): - Have access to highly sensitive and confidential information. - Prioritise tasks and organise work independently.