Senior Admin Assistant - Unhcr Fta - P.n. 10020695 - Tyr, Lebanon

There are currently over one million Syrian refugees registered with UNHCR in Lebanon, which makes Lebanon the highest refugee-hosting country per capita in the world. There are no approved camps in the country, and refugees are spread over 2,125 communities and locations across the country. The refugee response is led by the Government and local actors, supported by the international community. As the designated lead agency in the refugee response, UNHCR has established a sector-based structure in Beirut and in the field. The structure brings together over 100 UN agencies, national and international NGO partners in identifying and agreeing on the strategic priorities to address the needs of Syrian refugees and other affected populations. The Lebanon national response falls under the Regional Refugee and Resilience Plan (3RP), whereby UNHCR guides the refugee response and UNDP facilitates the resilience and stabilization component. The UNHCR operational response in Lebanon is the largest for the organization. Media attention and the frequency of influential high-profile visitors is high. The Office has grown substantially in the past years and now has around 640 staff. Aside from the Branch Office in the capital city of Beirut, UNHCR has two sub-offices in Zahle and Tripoli and two field offices in Mt Lebanon, Tyre, and one field unit in Qobayat under the Tripoli Sub-Office. The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent will always function under direct supervision of a Senior Officer often Administrative Officer or Administrative/Finance Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor. Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files; Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements. Search office files and records relating to a variety of topics for information and reference.  Select 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; Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records; Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents; Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be  highly confidential; Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps; Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds; Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR; Prepare attestations and certificates required by the staff members for signature of senior officer; Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR ;  Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization