Office Clerk

Job Posting

: 11/Dec/2023

Closure Date

: 26/Dec/2023, 12:59:00 AM

Job Type

: Non-staff opportunities

Primary Location

: Lebanon-Beirut

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is currently implementing a number of projects and is looking to recruit an Office Support Assistant to support FAO team in the implementation of these projects. The Office Support Assistant is expected to be hard-working professional able to undertake a variety of office support tasks and work diligently under pressure with the FAO staff, oversee clerical tasks, keep inventories, be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.
FAO assistance in Lebanon is shaped by the FAO Country Programming Framework (CPF), which has been jointly prepared with the Government and other development partners. The CPF reflects priorities of relevant national development strategies and plans, including the Strategy for the Ministry of Agriculture (2015 – 2020), the Lebanon National Forestry Programme (2015 – 2025) and the Strategic Roadmap in Support of Fisheries and Aquaculture in Lebanon (2014 – 2019). The CPF contributes to FAO’s Strategic Objectives and is fully aligned with the Sustainable Development Goals (SDGs). It is centered on two main government priority areas:

-    Expanding economic and livelihood opportunities for the benefit of local economies and the most vulnerable communities through strengthening the resilience of smallholder producers and upgrading capacities for sanitary and phytosanitary control and management of food safety and quality systems; and
-    Improving the performance of the agriculture sector with respect to economic, social, environmental and sustainable rural development through supporting improved and innovative sustainable agricultural production, sustainable land, forest and water management, and agricultural value chains development.

The projects are field intensive with frequent travels all over Lebanon and deals with a considerable amount of data for a large number of beneficiaries, in hard copy and digital formats.

Reporting Lines

The incumbent will perform his/her duties under the overall supervision of the FAO Representative in Lebanon, the direct supervision of the Technical Coordinators or Project Managers, and in close collaboration with staff in the FAO representation..

Technical Focus

The Office Clerk will be responsible for providing a variety of administrative, operational, logistical and clerical support functions for the FAO projects, in accordance with FAO’s rules and regulations.

Tasks and responsibilities

•    Provide support to the projects staff in all administrative, operational, logistical, and clerical aspects of the project, and assist in the preparation and implementation of project activities.
•    Prepare routine correspondence to support the implementation of project activities including but not limited to request for data verification, answer queries, and obtain additional information on transactions and financial matters.
•    Assist FAO staff in maintaining local inventory records and proper recording of assets, their maintenance and safeguard.
•    Assist in maintaining the filing system of administrative, beneficiaries, and financial documents, and enter projects’ beneficiaries’ data in a dedicated IT application from a variety of hard copy sources. 
•    Assist FAO staff in procurement and contract management process including: identification and quantification of equipment and supplies to be procured, preparation of procurement documents, goods receipt notes, distribution and installation; monitoring of contract/purchase order (PO) deliverables and payments.
•    Support the timely payment of project related commitments.
•    Assist in organizing meetings, workshops, and field trips.
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    High school diploma / Secondary education, academic or technical. 
•    Two years of relevant experience in of previous practical experience in general project/office operational activities, admin support functions.
•    Working knowledge of Arabic and English
•    National of Lebanon or resident of the country with valid work permit

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 

•    Ability to cope with extended working hours.
•    Possess a polite and friendly attitude. 
•    Systematic and structured approach to office/admin support assignments.
•    Exercise diligence and care in dealing with records and documents.
•    Ability to use standard office software, such as MS Office (Windows, Word, Outlook, Excel) etc.
•    Ability to use dedicated information systems and databases to insert data, make enquiries, retrieve and print reports. 
•    Willingness to learn and use project applications.
•    Possess a cooperative spirit, flexibility and openness to work in an international environment, and ability to establish and maintain effective working       relationships with people of different national and cultural background.
•    High degree of punctuality and reliability.
•    Tidy appearance, courtesy, discretion and a high level of trustworthiness are essential personal attributes

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.