Administrative assistant (Proc. Ref.: C15/2019)

1. Job description

The Administrative Assistant shall provide a support related to the management aspects of AgriCAL Project. He / She will also perform general clerical duties as needed by the Project. The Administrative Assistant will work under the direct supervision of, and be accountable to the AgriCAL Project Coordinator.

The Administrative Assistant will have the following responsibilities:

- Perform general clerical duties such as maintaining general files, typing, data entry, opening mail, and completing and processing standard purchasing forms.

- Coordinate and schedule meetings and appointments as requested; respond to inquiries which do not require the personal attention of the AgriCAL Coordinator.

- Attend the PCU meetings, ensure that all documents relevant to each meeting are available, and assume the role of meeting’s note-taker.

- Participate in the organization of workshops, meetings and other events of the Project.

- Support in organizing and maintaining computerized records containing vendor and bid information.

- Perform related work as required.

2. Qualifications, Attributes and Conditions of Employment

The Administrative Assistant will have the following qualifications:

a) Minimum of five (5) years of experience in administration, preferably with international organizations or internationally funded organizations. (20 pts /75 pts)

b) Ability to perform clerical work with a high degree of accuracy. (10 pts /75 pts)

c) Advanced use of a personal computer and word processing software, including rapid data entry keyboarding functions, databases, spreadsheets, email and able to easily navigate the Internet. (15 pts /75 pts)

d) Good experience in organizing conferences, workshops and meetings with a capacity to draft formal minutes of meetings is an asset. (7.5 pts /75 pts)

e) A minimum of university in Business Administration, Management or related fields. (15 pts / 75 pts)

f) Oral and written fluency in English and Arabic is required (7.5 pts/ 75 pts)

The minimum passing grade for a consultant to be shortlisted for an interview is set to be (50 pts /75 pts). Candidates who poorly meet a criterion may be able to make it up through other criteria; decision will be based on the overall score a candidate achieves.

Interview (25 pts)

- Ability to Work within a team (10 pts /25 pts)

- Good communication skills. (10 pts /25 pts)

- Analytical and problem-solving skills (5 pts /25 pts)

To be considered technically qualified for the job, the Consultant should score (75/100) or more, following the interview.

Duty Station: The Administrative Assistant will be based in Green Plan premises (Jnah – Beirut).

The Consultant will be selected in accordance with the Consultant Qualifications Selection (CQS) method set out in IFAD’ Project Procurement Guidelines – September 2010. The top ranked consultant will be invited to submit a proposal in due course.