Administrative and Logistics Clerk

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 Management: Operations Management
  Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 
  Knowledge of relevant concepts and mechanisms
• Administration & Operations: Events management (including retreats, trainings and meetings)    
  Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, etc.

Keywords

• Administrative Operations
• Logistics
• Knowledge sharing 
• Document management

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.