Administrative Assistant

Job Posting Organization:
UN Women, established in July 2010, is dedicated to gender equality and the empowerment of women. It was created as part of the UN reform agenda to consolidate resources and mandates for greater impact, merging the work of four previously distinct parts of the UN system focused on gender equality. UN Women operates globally, with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men. In Lebanon, UN Women works across the humanitarian-development-peace and security" style="border-bottom: 1px dotted #007bff !important;">security nexus to support national efforts for the 2030 Sustainable Development Agenda, advocating for legislative reform, building gender-responsive institutions, and delivering essential services to women and girls, including refugees. The organization emphasizes community engagement to address discriminatory gender norms and create an enabling environment for gender equality.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the office operations of UN Women in Lebanon. Reporting to the Operations Analyst, the incumbent is responsible for a variety of standard administrative processes that ensure high quality and accuracy of work. The position requires a client-oriented approach, focusing on delivering results while collaborating closely with program and project personnel as well as the Operations team. The Administrative Assistant is expected to provide comprehensive administrative and logistical support, manage office supplies, assist in human resources services, and facilitate knowledge sharing and training on administrative policies and procedures. This role is essential for maintaining the efficient functioning of the office and supporting the overall mission of UN Women.

Duties and Responsibilities:

• Provide general administrative and logistical support to the office, including collecting information on shipments, preparing documents for customs clearance, arranging travel and hotel reservations, processing visa requests, and maintaining a filing system for confidential materials.
• Support office and asset management by monitoring and maintaining office supplies, managing records on assets, preparing purchase orders, and handling requests for quotations and proposals.
• Assist in the implementation of human resources services by creating and uploading vacancy announcements, compiling shortlisting matrixes, organizing interview panels, and maintaining staffing lists.
• Facilitate knowledge building by conducting training sessions on administrative policies and procedures for operations and project personnel.
• Perform additional duties as necessary to ensure the efficient functioning of the office and the organization.

Required Qualifications:
Candidates must possess a minimum of secondary education, with a Bachelor’s degree in business administration or related fields being desirable. The role requires at least 5 years of progressively responsible experience in administration, procurement, HR, or logistics support services if the candidate has only secondary education, or 2 years of experience if they hold a Bachelor’s degree. Proficiency in using computers and office software packages such as MS Word and Excel is required, while experience with ERP systems, particularly Oracle Cloud, is considered an asset.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. A Bachelor’s degree in business administration or a related field is preferred and would enhance the candidate's qualifications for the role.

Experience:
The position requires candidates to have at least 5 years of relevant experience in administration, procurement, human resources, or logistics support services if they have only completed secondary education. Alternatively, candidates with a Bachelor’s degree are expected to have a minimum of 2 years of progressively responsible experience in similar fields. This experience should include familiarity with office software and administrative processes.

Languages:
Fluency in both English and Arabic is mandatory for this position. Knowledge of French is considered desirable, which would be an added advantage for candidates applying for the role.

Additional Notes:
The position is full-time and is based in Beirut, Lebanon. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are made based on qualifications, competence, integrity, and organizational need. The organization has a zero-tolerance policy regarding conduct that is incompatible with its aims and objectives, including discrimination and harassment. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history. Applicants must ensure that all sections of the application form are completed to avoid disqualification from the recruitment process.