Administrative Assistant

Job Posting Organization:
UN Women, established in July 2010, is dedicated to promoting gender equality and empowering women globally. The organization operates under the vision of equality as outlined in the Charter of the United Nations. UN Women works towards eliminating discrimination against women and girls, advocating for their empowerment, and ensuring that both women and men can equally participate in development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. In Lebanon, UN Women focuses on the humanitarian-development-peace and security nexus to support national efforts towards achieving the 2030 Sustainable Development Agenda. The organization collaborates with various partners and the Lebanese government to build gender-responsive institutions and deliver essential services to women and girls, including both Lebanese citizens and refugees. UN Women also engages communities to address discriminatory gender norms and promote gender equality.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the office operations of UN Women by performing a variety of standard administrative processes. This position requires a client-oriented approach, ensuring high quality and accuracy in all tasks. The Administrative Assistant will work closely with program and project personnel as well as the Operations team to ensure consistent service delivery. The role involves providing general administrative and logistical support, managing office supplies, assisting in human resources services, and facilitating knowledge sharing through training on administrative policies and procedures. The incumbent is expected to maintain confidentiality and handle a large volume of work efficiently, contributing to the overall effectiveness of the office and the organization.

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.
• Monitor and maintain office stationery supplies, manage asset records, prepare purchase orders, and handle procurement processes.
• Assist in human resources services by creating vacancy announcements, organizing interview panels, and maintaining staffing lists.
• Facilitate training sessions on administrative policies for operations and project personnel.
• Perform other duties as necessary for the efficient functioning of the office and organization.

Required Qualifications:
Candidates must possess a minimum of secondary education, with a bachelor's degree in business administration or related fields being desirable. A strong understanding of administrative processes and regulations is essential, along with good IT and web-based management skills. The ability to handle confidential information and manage a high volume of work is critical. Candidates should demonstrate integrity, professionalism, and respect for diversity in their work.

Educational Background:
Completion of secondary education is required for this position. A bachelor's degree in business administration or a related field is preferred, as it provides a solid foundation for the administrative tasks and responsibilities associated with the role.

Experience:
Candidates should have at least 5 years of progressively responsible experience in administration, procurement, human resources, or logistics support services if they possess only secondary education. Alternatively, 2 years of relevant experience is required if the candidate holds a bachelor's degree. Proficiency in using computers and office software packages, such as MS Word and Excel, is mandatory. Experience with ERP systems, particularly Oracle Cloud, is considered an asset.

Languages:
Fluency in English and Arabic is required for this position, as effective communication in both languages is essential for the role. Knowledge of French is desirable and would be an advantage in this multicultural environment.

Additional Notes:
The position is full-time and may involve working with both national and international stakeholders. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications and organizational needs. The organization has a zero-tolerance policy for misconduct and expects all selected candidates to adhere to its policies and standards of conduct. Background checks will be conducted to verify academic credentials and employment history, and candidates may need to provide additional information for this process.