Administrative Assistant

Administrative Assistant
Deadline for applications: Sunday, October 8, 2017
Location: Beirut, Lebanon
Working area:
Job Description

Vacancy Notice

Ref. Nr. 040/2017 – External


Title:                                                     Administrative Assistant

Program:                                             Syria Program

Location:                                             Beirut, Lebanon              

Number of vacancies:                    1                             

Start of contract:                              ASAP

Duration of contract:                      1 September 2018 (extension possible subject to funding)

Vacancy notice issued:                  02 August 2017

Deadline for application:             open until position is filled



Organization profile

Every year, millions of people around the world go missing because of conflict, human rights abuses, disasters, organized crime, irregular migration, and other causes.  Be part of a growing international organization that is dedicated to tackling this global challenge.


The International Commission on Missing Persons (ICMP) is a treaty-based international organization with headquarters in The Hague, the Netherlands.  Its mandate is to secure the cooperation of governments and others in locating and identifying missing persons. As the only international organization tasked exclusively to work on the issue of missing persons, ICMP maintains field programs throughout the world.  To learn more about ICMP, see


Syria Program

ICMP is launching a program to establish the foundations for an effective and sustainable mechanism to address the issue of the missing in a future post-conflict Syria. The program will focus on 1) contributing to increased understanding among victims, civil society and key stakeholders regarding processes, standards and rights of victims and survivors who are involved in accounting for missing persons; 2) establishing the conditions to launch a participative process of data collection that empowers and engages families of the missing; and 3) increasing the capacity of Syrian families, legal experts and other stakeholders to foster an impartial and law-based approach to accounting for missing persons in post-conflict Syria. The primary beneficiaries of the Syria program are families, in particular women, with relatives missing from the conflict, who are currently displaced in neighboring countries and, also where possible, those who are still in Syria.


Vacancy Background

Based primarily in Beirut, the successful candidate will provide daily administrative, procurement, logistical and other support services required for the regular functioning of the ICMP Office in Beirut. This is an important position that requires sound administrative and organisational skill.


Under the overall supervision of the Head of Mission Support, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:


  • Completing monthly financial accounts and maintaining all financial records/movements including imprest accounting, Duty Trip Requests and cash advance requests;
  • Making day to day payments, including payment of office bills, in line with internal ICMP financial regulations; calculate and execute payments relevant to duty travel and other expenses;

  • Archive and maintain financial documentation, ensuring that all invoices and receipts are verified and translated into English;

  • Managing the day to day procurement of goods and services to facilitate the regular functioning of the Office and overall program activities;

  • Assisting in scheduling, planning, coordination and implementation of meetings and other events;

  • Maintaining the official contact list of the office;

  • Assisting in formatting outgoing correspondence; maintain complete outgoing-incoming filing system; coordinate parallel archiving of documents;
  • Maintaining an inventory of assets and assist with procurement activities, in coordination with ICMP HQ;
  • Maintaining the tracking of leave requests for staff in Erbil;
  • Translating documents and interpreting from English to Arabic and vice versa, as necessary;

  • Monitoring electronic and print media for issues related to enforced disappearance and the work of ICMP; establish and maintain an archive of relevant media reports;

  • Performing other duties as assigned by the Supervisor.




  • Minimum of secondary school education, university degree preferred;
  • Minimum five years of relevant professional experience, previous experience with international organizations is a distinct advantage;
  • Competency in administrative and clerical duties;
  • Excellent organizational and communication skills;
  • Excellent knowledge of Microsoft applications, including Word, Excel and Power Point;
  • Excellent spoken and written English and Arabic language skills;


Personal Qualities:


  • Team player, capable of performing under pressure and meeting tight deadlines;
  • Willingness to work flexible hours, including occasional work on weekends, and to travel as necessary.
Experience required: Education degree: High School Field of education: • Minimum of secondary school education, university degree preferred;
Arabic: Excellent English: Excellent French:
Period: until 1 September 2018 (extension possible subject to funding)
Submission guidelines: Send a Curriculum Vitae with cover letter and the names and contact details of three work referees by email to: Please state the vacancy number in the subject line. This is a locally recruited position. ICMP offers a competitive base salary and a comprehensive social security package. ICMP is an equal opportunity employer and is committed to diversity. Female candidates are strongly encouraged to apply for this position. We thank all applicants for their interest. Only those selected for an interview will be contacted.
Cover letter required? Yes
Contact information