Administrative Assistant

Terms of Reference for National Project Personnel *

Vacancy Number: FVAC18.007

Job Title:

Administrative Assistant

Division/Department:

FAO Lebanon

Contract Type:

Consultant – National Project Personnel

Salary Scale:

SB-3/SC5 (UNDP Lebanon scale)

Deadline for Application:

29 June, 2018

Duration:

1 year with the possibility of renewal (up to 3 years), depending on performance and availability of funds

Reports to:

National Project Manager

General Description of task(s) and objectives to be achieved

The Administrative Assistant performs a large variety of routine administrative tasks and office support functions contributing to the smooth and efficient running of the work unit. Under the overall supervision of the FAO Representative, the direct supervision of the National Project Manager in close cooperation with all other FAO staff, the incumbent will perform the following duties and responsibilities:

• Carry out day-to-day administrative support and assist the National Project Manager in all project management related matters
• Prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required
• Maintain a filing system of administrative and financial documents.
• Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases; verify accuracy of data documents; make necessary calculations.
• Maintain updated reporting of project activities on Activity Info
• Maintain accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts.
• Maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); maintain the petty cash account, make disbursements from petty cash fund and balance accounts.
• Assist in procurement process, raise procurement requests, ensure  timely shipment and or receipt of project suppliers and equipment, including customs clearances;
• Monitor delivery of inputs and services and maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard as well as property transfer upon the project completion
• Act as custodian overseeing the management of office stationery supplies maintain a stock list of stationery distribute stationery as required by staff and keeping a log of distribution;
• Support the administration of personnel and equipment.
• Provide administrative and logistic support for organization of conferences, workshops, retreats;
• Perform any other duties, as requested by the FAOR

Minimum Requirement

• University Degree in Business Administration, Finance, Accounting, or a relevant field preferred.
• 2 years of practical experience in general project/office operational activities, and progressively responsible experience in operations works.
• prior experience with international organizations, preferably with a UN agency
• Good computer skills Ability to work efficiently and accurately
• Communication skills to maintain good working relationships with people from different nationalities and cultural background.

• Language: Working knowledge (level C) of Arabic and English; French desirable

key performance indicators

Expected Outputs:

Required Completion Date:

Efficient Administrative Support for the implementation and delivery of the projects/programme.

Throughout the duration of assignment

This position is open to qualified Lebanese candidates. Female candidates in particular, are encouraged to apply.

Submission guidelines: If you wish to apply for any vacancy, please submit your Personal History Form (PHF) by e-mail with the job code number and position title in the subject line to: fao-lb-vacancies@fao.org no later than Friday 29 June 2018. Late applications will not be accepted.

Only applications with a completed PHF will be considered.

The PHF is available on the following link: (http://www.fao.org/fileadmin/user_upload/Employment/docs/Personal_History_Form.doc).

Only short-listed candidates will be contacted. FAO seeks to ensure that male and female employees are given equal career opportunities. FAO is committed to achieving workforce diversity in terms of gender and culture. All applications will be treated with the strictest confidentiality.