Admin/logistics Assistant

PURPOSE OF THE POST   Under general supervision of the Admin/Finance Officer, performs a variety of administrative and logistical support actions related to Syria CO supplies and staff transiting through Lebanon. MAJOR DUTIES AND RESPONSIBILITIES 1.         Process security clearance for staff members/ consultants/ visitors traveling to/from Syria/Lebanon. Prepare travel plan on weekly basis. Coordinate with Syria Office on daily basis on common administrative issues related to travel, maintenance of car, supervision of driver   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.         Drafts correspondence, memos and reports via oral instructions, previous correspondence or other available information sources, in accordance with standard office procedures.   4.         Supervises the day to day activities of the UNICEF appointed logistics, clearing and transport service providers handling supplies belonging to UNICEF Syria and following up with local suppliers according to UNICEF standards.   5.         In coordination with UNICEF Lebanon ( focal point to be agreed on with LCO ), prepare and follow-up on importing/exporting/re-exporting formalities related to all shipments addressed to UNICEF Syria with relevant parties.   6.         Verify that all stocks belonging to UNICEF Syria which are received for storage in Lebanon, matches with the purchase orders and shipping documents.   7.         Maintain and share all logistics related official documents (Goods Receipt, Goods Issuance, Shipping documents, etc...) with UNICEF Syria office in coordination with Logistics officer on a timely base.   8.         Maintain a log for all incoming shipments, re-exported shipments and in stock supplies for Syria office and share with Logistics officer on a timely base. WORKING CONDITIONS The post is office based with occasional travel, no significant physical requirements.     5.         REVIEW OF WORK             May provide guidance to staff.   6.         GUIDELINES 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.   CONTACT                 PURPOSE & FREQUENCY                         a)         Internal             Frequent internal contacts to exchange information.   b)         External             Frequent external contacts to exchange information.     8.         QUALIFICATIONS AND COMPETENCIES required to perform the duties of the post: a)         EDUCATION             Completion of secondary education.             Computer literacy and proficiency in MS Office software.   b)         WORK EXPERIENCE             Minimum of five years progressive relevant clerical and administrative work.   c)         LANGUAGES             Proficiency in English and very good knowledge of Arabic.     d)         COMPETENCIES   i)  Core Values Commitment       Diversity and Inclusion      Integrity   ii)  Core Competencies Communication  [I]  Working with People  [II]  Drive for Results  [I]   iii) Functional Competencies Analyzing [I] Learning and Researching [I] Planning and Organizing [I] Following Instructions and Procedures [I]