Education & Work Experience Bachelor's Degree - 1 year(s) experience OR High School certificate- 4 year(s) experience
Job Description
Position Information
Job Title: Administrative and Logistics Clerk
Grade Level: G4
Bureau: UNOCHA Lebanon
Duty Station: Beirut, Lebanon
Career Track: General Service
Career Stream: Administration and Logistics Support
Contract Modality: FTA Local
Contract Duration: 1 year (renewable)
Background and Organizational Context
The United Nations Office for the Coordination of Humanitarian Affairs (UNOCHA)‘s overall goal in Lebanon is to support the Resident/Humanitarian Coordinator (RC/HC) in his/her function to ensure a principled, efficient and accountable collective humanitarian response to all people in need in Lebanon.
OCHA Lebanon’s focus is to:
Enhance coordination mechanisms at the strategic and operational levels, in support of the HC and the HCT, to support planning, implementation and monitoring of a principled, efficient and accountable collective response to humanitarian needs in Lebanon; Under the purview of the HC and the HCT, support the coordination of emergency response to the compound crisis in Lebanon and facilitate an early transition out of emergency response into longer-term recovery and development activities. Strengthen situational awareness in a fluid context, and support a coherent collective analysis of humanitarian needs, gaps and response, with the view to facilitate the development of a coherent narrative shared across the aid community on humanitarian needs and response priorities; Mobilize flexible and predictable humanitarian funding for the collective response to humanitarian needs in Lebanon; and Advocate for improved protection and operational space for all humanitarian actors involved in the collective response under the RC/HC purview.
Position Purpose
Under the guidance and supervision of the Administrative & Finance Officer, the Administrative & Logistics Clerk provides support to administrative services ensuring high quality of work, and accurate, timely and properly recorded/documented service delivery. The Administrative & Logistics Clerk promotes a client, quality and results-oriented approach.
Key Duties and Accountabilities
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN rules, regulations, policies and strategies. Provide administrative business support implementing the internal standard operating procedures (SOPs)
Ensures effective and efficient functioning of the administrative unit focusing on achievement of the following results:
Provide administrative support by scheduling appointments, organizing meetings, and assisting with interpretation or minute-taking as needed. Prepare briefing materials, presentations, and background documents to support meetings, workshops and missions. Provide support with shipment logistics, including arranging deliveries, customs clearances, and preparing documentation. Prepare and arrange conference rooms for meetings, ensuring readiness and visitor access. Support staff and their dependents with processing visas, identity cards, and security clearances documents in accordance with requirements of the United Nations and national government. Maintain and organize a secure filing system for confidential and official documents.
Ensures effective administrative and logistical support, focusing on achievement of the following results:
Provide comprehensive administrative and logistical support for meetings, conferences, workshops, retreats, and events, including agenda preparation, scheduling, invitation management, venue booking, visitor access coordination, documentation preparation, and minute-taking. Arrange travel and accommodation for missions, including hotel reservations and visa processing, and assist with preparing Travel Requests and Expense Reports using Umoja. Support protocol arrangements by liaising with local authorities for official visits and coordinating access for visitors in collaboration with the UNDSS. Assist with fleet management by organizing driver schedules, maintaining vehicle log sheets, coordinating vehicle maintenance and ensuring timely conference room preparation for meetings. Maintain accurate attendance and leave records for staff. Prepare security clearances for travel within Lebanon, ensuring compliance with safety protocols. Assist in asset management activities within the country office in coordination with the Admin & Finance Officer. Assist the Admin & Finance Officer in the procurement of Goods & Services. Provide ad-hoc administrative support to other OCHA offices and operational tasks as required. Perform other duties assigned by the Supervisor or Head of Office to ensure smooth operations.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Supervisory/Managerial Responsibilities: None
Requirements
Education
Secondary education is required. University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Certification in Administration is desirable
Experience, Knowledge, and Skills
Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of progressive relevant experience in administration or programme support services; Experience in the use of computers, office software (MS Word, Excel, etc), database packages; Previous experience working with UN and International Organizations is desirable. Experience in providing administrative and logistical support for meetings & workshops is desirable Experience in Travel & HR support services is desirable
Language Requirements
Fluency in written and spoken English and Arabic is essential; Knowledge of French is an advantage.
Expected Demonstration of Competencies
Core
Achieve Results LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Business Management: Customer Satisfaction/Client Management Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients' immediate requests.
Ability to anticipate client's upcoming needs and concerns.
Business Management: Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Ability to manage communications internally and externally
Administration & Operations: Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving
* Business Man
