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Lebanon: Administrative Assistant (Assets), GS5, Lebanon Beirut, Temporary Appointment (6 Months)

NGO/UN Job Vacancy

Organization: UN Children's Fund
Country: Lebanon
Closing date: 18 Jul 2017

I. Organizational Context and Purpose for the job:

In the context of the preparation for the Office Move scheduled to take place between October and November 2017 and due to the Physical count of Assets exercise scheduled to start mid –September with a deadline of 30 September, there is an urgent need to provide administrative support to both new Administrative Assistant (Premises-Utilities) in Beirut and Administrative Assistant (Assets) for Beirut and Field Offices.

Purpose for the job:

UNICEF Beirut main Office will go through two major activities under Administration; the physical count exercise of assets for Beirut main office and field offices scheduled in September 2017 and undertake a huge office move to new premises between the months of October/November 2017.

Under the supervision of the Administration/Finance Officer, the Administrative Assistant on Temporary Assignment will support the Office on the following major functions:

  • Physical count of Assets under schedule 5a which should be uploaded on the Sharepoint by 30 September 2017
  • Office move to New premises
  • Handing over current premises to landlord

II. Key function, accountabilities and related duties/tasks:

Summary of key functions/accountabilities:

1. Premises-Utilities in coordination with the Admin/Assistant Premises/Utilities :

  • Raising PR for services related to the office move
  • Collect All PSB items related to the office move
  • Arranging archive and store room at S2 level
  • Coordinating with office moving company: one will be present in Gefinor Center for the transfer of all office furniture, and equipment and another one will be present in the new office to receive and distribute based on the final seating design and location maps
  • Follow up on the cooling of the schiller system of Gefinor Center

2. Physical count of inventory of Assets in coordination with the Admin Assistant Assets-Onboarding:

  • The annual physical inventory count verification exercise related to schedule 5a which should take place during the month of September 2017 by checking the location of all office assets in main office and field offices
  • In tagging all existing assets/attractive items which do not have a tag or whose tag was removed or scrapped

3. Provide support to the Admin/Finance Officer in :

Handing over the current office extensions in Gefinor Center and coordinating with Gefinor maintenance team for related action

Assist the Administrative Officer on general administrative matters

Update the supervisor on the relevant MOFA policies and procedures.

  • Undertake and perform any other duties as assigned by supervisor.

III. Impact of Results:

Quality and timely processing of requests is very crucial to the success of the move and delivery of schedule 5a on time

Promotes a collaborative, client-focused, quality and results-oriented approach in delivery of related services.

Failure to assist both new admin assistants will have a negative impact on end result

IV. Competencies and level of proficiency required:

Core Values

  • Commitment
  • Diversity and inclusion
  • Integrity

Core competencies

  • Communication (I)
  • Working with People (II)
  • Drive for Results (I)

Functional Competencies:

  • Analyzing (I)
  • Applying Technical Expertise (I)
  • Planning and Organizing (I)
  • Following instructions and procedures (I)

V. Recruitment Qualifications:

Education: Completion of secondary education, supplemented by diploma or certificate in the administrative field

Experience: Five years of progressively responsible clerical and administrative work. Experience within the UN system would be a requirement

Language Requirements: Fluency in both written and spoken English and Arabic required.

How to apply:

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link