Senior Admin Assistant – G5 – Hrr002 – Private Sector Fund Raising Unit In Beirut

  2.2 FUNCTIONAL STATEMENT. Focusing on the deliverables and the achievements expected from the job, describe the functions to be performed by the incumbent of the position. Describe also the engagement and the degree of relationships with clients/partners, and the impact of actions. - 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. - Support PSFR staff with the venue selection and administration of meetings, skill-shares and other events as planned when required. - Assist the PSFR Officer with ad-hoc global reviews, internal controls, audits and quality reviews. - Prepare and maintains regular reports on projects, procurement submissions and other inventory reports pertaining to the PSFR region and the regional activities. - Assist in processing procurement submissions, processing Individual Consultancy contracts, issuing requisitions and purchase orders and review spending authorities, linked to goods and services procured by PSFR when required and in coordination with regional PSFR admin. - Assist the PSFR Officer with the preparation of the annual, quarterly, mid-year and monthly income and expenditure reports, according to the formats provided by Fundraising Support Unit in Geneva and in coordination with regional PSFR admin. - Coordinate with regional PSFR admin assistant and UNOPs contact person as well as UNHCR’s Beirut admin. - 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, licenses, 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 organize 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