Administrative Assistant

      ORGANIZATIONAL SETTING                                                                                                                                                                                                                                                                                                                                                                                    a) REPORTS TO: Chief Field Office Zahle, P4, Zahle b) RESPONSIBILITY FOR WORK OF OTHERS (Supervision exercised and guidance given. Indicate the title, level and number for whose work the post is responsible.) Title: Driver ; Level: GS-2 ; Number: 3     2.PURPOSE OF THE POST Under general supervision, performs a variety of relatively complex clerical duties related to the administration of the office. 3.MAJOR DUTIES AND RESPONSIBILITIES1. Searches office files and records relating to a variety of topics for information and reference. Selects information and records in specified format, or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents. 2. Provides advice and assists staff members and their dependents by processing requests for visas, identity cards, drivers’ licenses and other necessary personnel-related documents, in accordance with the requirements of the United Nations and the country of the duty station locations. 3. Collects information on local living conditions and provides administrative assistance for cost-of-living surveys. 4. Drafts correspondence, telegrams, memoranda and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures. 5. Classifies and codes material relating to a number of subject matter areas, and maintains general office files. 6. Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings. 7. Makes travel and hotel reservations, prepares travel orders and assembles information pertinent to the purpose of travel. 8. Advises and makes arrangements for shipment and receipt of office and project supplies and equipment, and household effects, including customs clearance.  9. Responds to queries relating to the area of responsibility. 10. Maintains, updates and transmits inventory records of non-expendable equipment. 11. Operates various office equipment such as typewriters, word processors and other similar keyboard equipment, as required. 12. Responsible for the office maintenance by coordinating with external technicians 13. Monitor the work of cleaners and security guards. 4.WORKING CONDITIONS (Describe the conditions of the work place, travel requirements, and risks or hazards to which the incumbent is exposed.  Indicate if it is an office-based post. Also, indicate the extent and frequency of physical requirements of the job, such as lifting heavy loads, or other types of exertion.) Work is office based. 5.REVIEW OF WORK (Describe the degree of supervision and instruction the incumbent receives from the immediate supervisor, e.g., work assigned with specific instructions and guidance; checked while in progress; or undertaken independently and reviewed upon completion for accuracy or adherence to instructions.) May provide guidance to staff on basic administrative questions. 6.GUIDELINES Indicate which guidelines are required for performing the duties of the post (rules, regulations, policies, procedures, practices, precedents, manuals, instructions, etc.) Administrative Manual and/or administrative issuances requiring some interpretation. 7.WORK RELATIONSHIPS Indicate both the purpose, level and frequency of contacts within and outside UNICEF, in order to perform the work effectively.                   a) CONTACT: Internal    PURPOSE & FREQUENCY: Frequent internal contacts to exchange information. b) CONTACT: External    PURPOSE & FREQUENCY: Frequent external contacts to exchange information. 8.QUALIFICATIONS AND COMPETENCIES required to perform the duties of the post: a) EDUCATION: Completion of secondary education.  Ability to operate keyboard equipment, such as a word-processor and excel spreadsheet. b) WORK EXPERIENCE: Five years general clerical work, which should have provided a good knowledge of clerical practices and procedures. c) LANGUAGES: Very good knowledge of the local language and English d) COMPETENCIES i) Core Values (Required)   Commitment          Diversity and Inclusion         Integrityii Core Competencies (Required)   Communication  [I]     Working with People  [II]     Drive for Results  [I] iii) Functional Competencies (Required)     Analyzing [I]     Learning and Researching [I]     Planning and Organizing [I]     Following instructions and Procedures [I]