Admin Assistant (G4 - Unops)

Under the direct supervision of the Assistant Representative (Operations) the Assistant will undertake the following tasks: Act as a Liaison Officer who can make arrangements on the Assistant Representative’s behalf, as described below, when the latter is away from his office. Be accessible to colleagues from UNHCR or partner agencies in order to investigate, prioritize and filter their concerns and provide the Assistant Representative with a well- organized brief, supported by relevant documents, so that he can give instructions by telephone/email or take action on his return.  Schedule meetings, send invitations, follow up to ensure attendance, distribute agendas and relevant papers in advance, prepare power points, organize the room, and take minutes. Make administrative arrangements for field trips or other events, including booking transport, liaison with offices and organizations to be visited and preparing security clearance requests. Meet with Beirut-based colleagues in order to investigate concerns identified by the Assistant Representative while in the field and either report back on suggested solutions so that he can discuss with field colleagues or arrange and prepare further meetings for the Assistant Representative on his return to Beirut. Alert the Assistant Representative to urgent issues which require his immediate attention while in the field, and take necessary action to ensure that less urgent issues are responded to as appropriate.Maintain a hand-folder with up-to-date information on the operation from all relevant sources so that the Assistant Representative can access the latest key facts without delay. Maintain information and briefing boards for the Assistant Representative’s office walls. Collate, filter, highlight and prioritize reports, according to guidance provided by the Assistant Representative. Maintain a “Suspense” or “Bring Forward” file to ensure that deadlines are met. When required, accompany the Assistant Representative to the field to assist with translation and note taking. Be prepared to mitigate the effects of residual dyslexia and partial hearing loss.