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Administrative Assistant (CVs must be submitted to the website:https:/

Client of Al Daleel Employment Agency

Posted on July 13, 2018

3 - 5 years Beirut - Lebanon

Any Graduation. Any Nationality

Opening 01

Job Description

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Grade: G4
Publication date: 14 June 2018
Application deadline (midnight Geneva time): 29 July 2018
Vacancy no.: BEY/DC/2018/15 Re-advertised
Job ID: 382
Department: RO-Arab States/DWT-Beirut Organization Unit: RO-Arab States/DWT-Beirut Location: Beirut
Contract type: Short Term
The recruitment process for General Service positions is subject to local recruitment regulations and Article
of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Lebanon .
The following are eligible to apply:


• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates.
Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills .
Introduction
Lebanon suffers from a high youth unemployment rate, reflecting a growing gap between the expectations of young people entering the labour market and the types of available jobs. Youth in rural areas with higher proportions of Syrian displaced also face challenges in entering the labour market, leading to perceptions of job competition as a growing source of tensions between the two communities. Nationwide, an estimated 34 percent of Lebanese youth are unemployed, with an overall unemployment rate of 1 in 5 as of 2014. According to a recent ILO study, the Beqaa region was seen to have the second lowest employment-to-population ratios at 38.1 per cent for males and 7.3 per cent for females. In response, ILO is implementing, in partnership with UNDP and UNICEF, a project in the Beqaa region that aims to enhance engagement of youth at risk through a range of livelihoods and social stability activities. In particular, support is provided to both in-school and out-of-school and unemployed youth to choose self- employment as a career option and joint-ventures among Lebanese and Syrian youth are encouraged as a way to decrease tensions and propose a positive alternative to their potential participation in conflict situations.
In addition to Syrian refugees, Lebanon hosts Palestinian refugees which represent a great proportion of the population in Lebanon and still face many challenges to enter the workforce. Not only are they restricted from practicing certain jobs, they are also subject to harsh and less favourable working conditions. At the request of UNRWA, which aims to help registered Palestine refugees achieve full potential in human development, ILO is implementing a project that aims to develop UNRWA s field approach for youth self-employment and to facilitate their entry to the labour force through entrepreneurship awareness/education and the provision of non-financial business support services to complement the existing micro credit support programme.
Reporting lines
The work on the above-mentioned projects entails the need for a G4 Project Administrative Assistant to support the Enterprise Development Specialist and Enterprise Development Officer in implementing the activities. The incumbent will work under the overall guidance of the ILO Regional Director and the technical supervision of the Enterprise Development Specialist and Enterprise Development Officer of the ILO Regional Office in Beirut.
Description of Duties
• Draft standard correspondence, type and format a variety of documents related to the youth entrepreneurship projects' activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software.
• Support the knowledge management duties of the projects both within and outside the organization and ensure an effective email and website communication with RO-Beirut, HQs and the project partners. Uploading the latest developments on the KAB and MFB/SIYB programmes on the website is also included.
• Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request.
• Provide all needed administrative support to KAB and MFB/SIYB training workshops and meetings organized under the projects at national and/or at regional levels. This includes the preparation of workshop materials, preparation of stationary, shipping, preparation/compilation and distribution of working documents and other material, handling logistics, calculating and preparing cost estimates and following-up on payments.
• Collect all workshop reports and monitoring reports prepared by projects' experts and compile them for review and financial clearance.
• Assist in the preparation of progress reports and related projects' briefs and presentations.
• Maintain and update programme and projects' databases and filing system. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
• Compile, calculate and prepare cost estimates and prepare documents and materials for missions of colleagues, resource persons and participants of meetings, seminars and projects-related activities.
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorizations.
• Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
• Perform any other Enterprise Development activity if and when required.
Required qualifications Education
Completion of secondary school education.

Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at https://jobs.ilo.org/ . The system provides instructions for online application procedures.
Fraud warning
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.


IT - Software Services

Administration

Desired Candidate Profile

Experience
At least three years experience in general office management and clerical support work.
Practical experience on standard office software packages and email required by the work unit (Word, Excel, PowerPoint ). Knowledge of ILO policies and procedures is an advantage.
Languages
Excellent command of English and Arabic (oral and writing skills).
Competencies


• Good communication skills, both written and verbal
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks
• Ability to work as a member of a team and manage a heavy workload under time pressure
• Knowledge of practices and procedures for preparing administrative documents and maintaining file system
• Ability to compose correspondence and correct documents in accordance with established standards
• Accuracy and ability to pay attention to details
• Excellent computer skills
• Ability to use initiative and judgment appropriate to situations
• Ability to establish and maintain effective relationships with officials at all levels in a multicultural environment
• Understanding of principles of non-discrimination and gender equality

Keywords

Logistics Monitoring Administration Material Handling Microsoft Servicess Enterprise Development General Office Management

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