Administrative Assistant

Vacancy Number: FVAC17.020

Job Title: Administrative Assistant

Division/Department: FAO Lebanon

Programme/Project Number: Improved Water Resources Monitoring System/Integrated Water Resources Management at Regional Level in Lebanon (GCP/LEB/029/SWI)

Duty Station: Beirut, Lebanon

Expected Start Date of Assignment: 1 January 2018

Duration: 1 year with the possibility of extension

Reports to: National Project Manager

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

Under the general supervision  of the FAO Representative in Lebanon and the direct supervision of National Project Manager  in close cooperation with all other FAO staff/colleagues, the incumbent will perform following duties and responsibilities:

• carry out day-to-day administrative support and assist the National Project Manager in all project management related matters
• classifies and codes materials relating to number of subject matter areas and maintains general office files, records and procedures;
• draft routine correspondence, memoranda and reports for oral instructions, previous correspondence or other available information sources in accordance with standard office procedures;
• provide administrative and logistic support for organization of conferences, workshops, retreats;
• maintain and update inventory lists related to the project and also take care property transfer upon completion of project;
• maintain petty cash account of the project;
• maintain files of the project and unit assignment of drivers and office vehicles for various field trips/appointments and meetings;
• 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;
• ensure vehicle maintenance;
• check and record daily log and fuel consumption for project and rented vehicles;
• raise procurement requests timely shipment and or receipt of project suppliers and equipment, including customs clearances;
• monitor delivery of inputs and services; and
• Backstop the Procurement Assistant during his/her absence.
• perform any other duties, as requested by the FAOR

Minimum Requirement

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

Language: Working knowledge (Level B) of English and (Level C) Arabic

key performance indicators

Expected Outputs: 

Efficient Administrative Support for the implementation and delivery of the projects/programme.Required Completion Date: Throughout the duration of assignment