Executive Secretary & Receptionist

Executive Secretary & Receptionist
Deadline for applications: Tuesday, September 17, 2013
Location: Beirut Central District
Working area:
Job Description

The intern is expected to provide assistance to the Finance and Admin Officer in all duties related to the day to day management of the office, along with secrecetrial and reception related tasks to ensure a smooth running of the Common space initiative project (UNDP project). below are the main duties and tasks:

  1. Facilitate and arrange appointments and meetings, and make travel, accommodation, and transport arrangements for project staff and partners, including visa arrangements.
  2. Receive and co-ordinate arrangements for any important visitors and officials
  3. Act as Personal Assistant to the Chief Technical Advisor and Head of Research when needed.
  4. Establish and regularly update a contacts list for the project, which includes client organization, collaborating partners, and government counterparts
  5. Co-design and maintain record keeping systems
  6. Coordinate the organization of all project events (catering, facilities, equipment, materials and stationery).
  7. Organize outside meetings by booking appropriate venues, and ensure that necessary conference equipment’s such as LCD, flip charts, TVs, videos are in place
  8. Administer the various office supplies e.g. stationery by tracking inventory levels and coordinating timely reordering
  9. Assist management and staff with office communications, faxing, scanning, photocopying, and shipping.
  10. Ensure office equipment such as telephone, fax, printers, and computers are in good working conditions
  11. Coordinate the Housekeeping and Cleaning service
  12. Perform additional tasks, within scope of work and as required by Management.



Experience required: Education degree: Bachelor Degree Field of education: University Degree (Bachelor or equivalent) in business administration or other relevant field.
Arabic: Very Good English: Very Good French: Basic
Period: 4 months internship from 23/09/2013 to 23/01/2013
Salary: 500$ per month
Submission guidelines: Please only apply if these terms are acceptable to you: This is an internship position/ This internship is for 4 months only and not renewable/ The working hours are from 9am - 5pm / The candidate has to speak, write and read very good Arabic and English
Cover letter required?
Contact information
Sarah Atallah
Project Coordinator