Administrative Assistant To The Project

Vacancy number: FVAC16.019 Job Title Administrative Assistant to the Project           Division/Department FAO Representative in Lebanon Programme/Project Number GCP/LEB/026/NOR  “National Center for Forest Seeds of Lebanon (NCFSL)” Location Beirut Expected Start Date of Assignment 01 January 2017 Duration: 12 months Reports to                         Dr. Maurice Saadé Name:                                        Dr. Chadi Mohanna Title: FAO Representative in Lebanon   National Project Coordinator   General Description of task(s) and objectives to be achieved   Under the guidance of the Budget Holder (BH-FAO Representative in Lebanon) and the NPC representing MOA, and with technical guidance from the Administrative Officer, the Administrative Assistant will undertake the following tasks:   •              retrieve, enter, select and analyse data from a wide variety of sources, including FAO’s corporate system and data bases; verify accuracy of data documents; make necessary calculations; •              maintain accounts; reconcile expenditures, balances, payments, statements and other data; assist in the preparation of recurring and special reports by preparing and editing data in appropriate format as requested; monitor project, programme and general office accounts; •              maintain detailed records of budget estimates, obligations and available balances; record receipts and disbursements (ledgers, cash books, vouchers, etc.); make disbursements from petty cash fund and balance accounts; •              prepare routine correspondence of administrative nature; draft correspondence to verify data, answer queries, and obtain additional information on transactions and financial matters, as required; •              maintain local inventory records with responsibility for proper recording of assets, their maintenance and safeguard; •              maintain a filing system of administrative and financial documents; •              maintain liaison with local banks and financial institutions to keep up-to-date with financial and regulatory information (exchange and interest rates, procedures and rules, maintenance of bank accounts, etc.); •              support the administration of personnel and equipment; •              support the organization of training and workshops; and •              perform other related duties as required. key performance indicators Expected Outputs: Contribution to all reports and documents produced by the project. Required Completion Date: 31 December 2017 Required Competencies Academic Qualifications The Administrative Assistant of the Project must have: Secondary school education or equivalent commercial school; Three years of clerical, administrative or accounting experience with humanitarian or development projects; Technical Competencies and Experience Requirements Working knowledge (level C) of the FAO official language used for communication within the country (Arabic, English, French) Good computer skills and proficiency with Microsoft office. Knowledge of the field of agriculture is a plus Knowledge of the field of reforestation is an asset. Initiative and good sense of team work and good communication skills.