LICA - Administrative Assistant (Full Time | 6 months | National Candidates Only)

WORK RELATIONS AND PARTNERSHIPS

Under the direct supervision of the Operations Specialist the incumbent will work as a team member in a normal office environment. The incumbent works on the basis of general instructions, from his own experience, according to the policies, procedures, rules and regulations of the Organization, ensures the proper functioning in the team or department. The incumbent performs day to day and routine tasks independently. Completed work is reviewed by the supervisor/s for accuracy, adherence to the established procedures, deadlines and compliance with related policies.

MAJOR DUTIES AND RESPONSIBILITIES

The incumbent will perform the following duties:

1. Provide comprehensive administrative and secretarial support for various office activities, including financial and logistic issues
2. Serves as a focal point for building services, ensuring proper maintenance of WCO Lebanon premises and equipment, supporting the WCO LEB inventory system focal point on accurate asset reporting, and the OSL focal point on coordination of vehicle preventive and corrective maintenance.
3. Prepare and process travel requests for team members using ERP software system, arrange for visa issuance, security clearance, flight and hotel bookings, follows up travel related issues of national and international missions.
4. In close collaboration with the travel unit focal points, verify and gather the necessary approvals for the booked itineraries and issued Travel Requests (TRs) to ensure compliance with travel policy.
5. Verify travel agent's invoices for payment against the agreement and applicable airline deals and prepare supporting documentation for payment processing through following up with the relevant departments.
6. Provide support to responsible officers in preparation of meetings and workshops in terms of venue arrangement, information sharing with participants and suppliers, and other related logistical issues.
7. Update and maintain the invoice Tracking Sheet, ensuring timely verification, submission, and payment of office-related invoices and report regularly to supervisor on pending payments and undue invoices.
8. Facilitate the communications and workflow of the organizational unit to enhance the efficiency and timeliness of operations and outputs
9. Establish and maintain the office filing, stock keeping and update the control tools and systems, both traditional and digital.
10. In collaboration with senior administrative support staff, monitor deadlines, remind staff members of such and ensure that correspondence and queries are responded to in a timely manner.
11. Replace and assist other colleagues in the team and perform other related duties as required.

QUALIFICATIONS

EDUCATIONAL BACKGROUND

*Essential

Completion of secondary education is required, supplemented by secretarial/administrative training

Desirable

University degree in business administration, social sciences or related field is an asset. Experience in UN or other international organizations is desirable.

PROFESSIONAL EXPERIENCE AND KNOWLEDGE

*Essential

At least three years of progressive experience in administrative and operations support, including finance, procurement, logistics, or office management, preferably in an international or public-sector environment

Desirable

Relevant work experience in UN agencies; experience working in relevant non-governmental or humanitarian organizations.

LANGUAGE SKILLS

Excellent knowledge of English and Arabic language.

COMPETENCIES

1. 1. Teamwork*
   2. Respecting and promoting individual and cultural differences*
   3. Communication*
   4. Moving forward in a changing environment
   5. Producing results

FUNCTIONAL KNOWLEDGE AND SKILLS

• Knowledge of the office procedures and ability to acquire knowledge, understanding, and apply WHO policies, rules and regulations;
• Good interpersonal and communication skills, tact, diplomacy and good judgment;
• Ability to analyze and interpret source documentation and data;
• Ability to draft correspondence fluently;
• Ability to discern routine from nonroutine;
• Good computer skills and ability to adapt to various software applications;
• Ability to work harmoniously as a member of a team, adapt to diverse educational and cultural backgrounds and maintain a high standard of personal conduct.