Admin Assistant – Travel - Adm027 - Beirut (G4 Unops - Affiliated Workforce)

- Carry out travel formalities and processing of travel documents including but not restricted to the issuance of Visa, travel authorisation, calculating and payment in advance of the daily subsistence allowance, settlement of travel upon return while ensuring compliance with UN/UNHCR travel policies and procedures; - Arrange internal missions to the field; coordinate with the drivers and staff members regarding travel details and procedures while respecting and abiding by security measurements; - Record in MSRP/PeopleSoft (UNHCR financial software) the DSA prior to staff going on missions; - Record the entitlements of International staff assigned or on mission to the operation in Lebanon; - Assist in the logistics for incoming missions and in-country workhops related to hotel booking and transportation of the participants; - Arrange for seminars and workshops taking place inside the UNHCR office or in a different venue; - Assist in the preperation and submission of the monthly list of VAT refund addressed to the Ministry of Finance; - Assist Supply Unit and field offices to maintain an updtaed log of rented vehicles and ensure timely payment; - Maintain archiving system of physical and electronic office files; - Assist staff with administrative and security related issues concerning travel and transportation; - Ensure the process to adapt the workplace and organize the movement of staff accordingly with all the logistics that comes along; - Any other responsibilities deemed necessary by the supervisor and/or senior management in order to meet the level of services in the organization;