Administrative Assistant

Vacancy Number: FVAC.15.011 Job Title: Administrative Assistant – GS - G4 Division/Department: FAO LEBANON Programme/Project Number:   Location: Beirut - Lebanon Expected Start Date of Assignment: November 1st, 2015 Duration: 24 months Reports to: Name:   Title: FAOR Assistant (Administration) Project Manager   General Description of task(s) and objectives to be achieved The Administrative Assistant G-4 is responsible for a variety of routine administrative and financial support functions for the FAO Representation. He / she works under the overall guidance of the FAO Representative and the direct supervision of the Assistant FAOR (Administration).  The incumbent performs the following duties:   •            Retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system               and data bases (e.g. the Field Accounting System (FAS), the Country Office Information System                (COIN),       Datawarehouse, etc.); verify accuracy of data documents; make necessary calculations. •             Maintain imprest 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.); make disbursements from petty cash fund and                 balance accounts. •             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 local inventory records with responsibility for proper recording of assets, their maintenance and                 safeguard. •             Maintain a filing system of administrative and financial documents. •             Maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory                 information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.). •             Support the administration of personnel and equipment. •             Perform other related duties as required.     Qualification and Minimum Requirements Education: University Degree in Business Administration or equivalent commercial school. Work Experience: Five years of clerical, administrative and accounting experience. Languages: Working knowledge (level C) of the FAO official language used for communication within the country (English, French)) and working knowledge of the local language(s) is required. IT Skills: Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange) etc. Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format. Office Management Skills: Systematic, well-structured and efficient approach to work assignments. Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures. Knowledge of the UN administration system is highly recommended. Interpersonal Communications and Teamwork Skills: The incumbent must possess a cooperative spirit, flexibility and openness to work in an international environment. Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural background.  Work Relationships: The incumbent communicates mostly with the Assistant FAOR/Administration and the Administrative Assistant, for whom he/ she provides support on a day-to-day basis. While gathering and verifying information and data, the incumbent occasionally relates with staff from government agencies, with other FAO staff, country project staff, FAO Regional and Sub-regional staff, with administrative staff from other UN agencies and other institutions. He/ she also deals with staff of local banks, financial institutions, suppliers, transportation, maintenance and security firms, as well as other local agencies and individuals.    Desirable Competencies: Way of Working / Work Management Skills: Systematic, well-structured and efficient approach to work assignments. Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures. Recognize sensitive / confidential material and handle it with a high level of discretion. Support new ideas to streamline working methods and processes. Ability to carry out and manage a high number of diverse and complex assignments and to cope with an increased volume of work during peak periods.   Interpersonal Communications and Teamwork Skills: Openness to work within a team of staff with mixed skills and different national and cultural backgrounds. The incumbent must be willing to share information, tasks and ideas to ensure efficient teamwork and achievement of shared goals. He / she must be able to establish good working relationships with supervisor(s) and team members.   key performance indicators   Required Completion Date:   31 August 2017