| JOB NAME |
Beirut Office Administrator [Beirut]
POSTED BY: The International Center for Agricultural Research in the Dry Areas (ICARDA)
REF:ICARDA 41
Date Published:Thursday, December 15, 2022
Date of Expiration:Tuesday, June 13, 2023 EXPIRED
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| LOCATION OF THIS JOB |
 Lebanon | BEIRUT in Lebanon |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
Deadline: 13 January 2023
Location: Beirut, Lebanon
Reporting to: Lebanon, Jordan & Palestine Country Manager
DESCRIPTION
MAIN PURPOSE OF POSITION
1. The role of the Beirut Office Administrator is to coordinate and provide secretarial and administrative support to the Beirut Office under the supervision and guidance of the Lebanon, Jordan & Palestine Country Manager
2. The incumbent may be requested to assist the Director General (DG) occasionally.
ABOUT ICARDA
The International Center for Agricultural Research in the Dry Areas (ICARDA) is a treaty-based international non-profit research organization supported by CGIAR.ICARDA’s mission is to reduce poverty, enhance food, water, and nutritional security, as well as environmental health in the face of global challenges including climate change. We do this through innovative science, strategic partnerships, linking research to development and capacity development that take into account gender equality and the role of youth in transforming the dry areas. ICARDA works in partnership with governments, universities, civil society, national agricultural research organization, other CGIAR Research Centers, and the private sector. With its temporary Headquarters in Beirut, Lebanon, ICARDA operates in regional and country offices across Africa, Asia and the Middle East. For more information:
All CGIAR Centers are currently engaged into a reform process (“One CGIAR’”) that will help ICARDA and CGIAR achieve better impact through more strategically integrated research, unified governance, an integrated structure, and new research modalities across participating Research Centers. This transformation is supported by CGIAR donors who have committed to increased funding as a result of these reforms.
MAIN RESPONSIBILITIES
The position oversees and supports a wide range of institutional activities in Beirut as follows:
1. Provide full secretarial and administrative support to the Country Manager
2. This includes providing support in planning activities, coordination, or information sharing on specific projects or activities.
3. Coordinate the administrative and logistics aspects of events, meetings, workshops, and travel, as required.
4. Coordination with the Ministry of Foreign Affairs and General Security on matters related to securing visas and residencies for ICARDA staff and visitors.
5. Assist the Country Manager and the Director General in arranging appointments with Ministries and Local authorities and other partners.
6. Coordinate with the Ministry of Agriculture to arrange needed import permits for seeds requested by ICARDA in coordination with the Terbol Station.
7. Initiate and follow up on procurement requests, consultants/interns/student requests, and payments in compliance with ICARDA policies and standard practices.
8. Registration and insurance for Beirut and Terbol Vehicles
9. Manage the petty cash for the Beirut office
10. Coordinate the clearances of ICARDA goods with the customs and shipping agents
11. Prepare the monthly time sheets for Beirut country office staff.
12. Follow up with the bank on matters related to salaries, visa cards, accounts management, and other related financial matters with full coordination with the Finance Department.
13. Coordinate with the Ministry of Finance on matters related to income Tax and returns from VAT for ICARDA.
14. Provide secretarial and administrative support to the DG during his presence in Beirut in coordination with the DG’s Administrative Officer which includes meeting scheduling, local travel and logistics, handling local correspondence etc.
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| REQUIREMENTS FOR THIS JOB |
EDUCATION, QUALIFICATIONS, AND EXPERIENCE
1. BSc in business management, or equivalent, with a minimum of three years' experience in secretarial work and office/administrative support,
2. Demonstrated experience in working on confidential matters, ensuring that discretion is exercised when dealing with sensitive information and inquiries, and ensuring that appropriate confidentiality is maintained at all times,
3. Demonstrated ability to work harmoniously with diverse colleagues and functions,
4. Resourceful and flexible approach,
5. Ability to plan and anticipate problems and to problem solve,
6. Ability to balance the need for service and efficiency with the need to comply with Team practices and organizational policies,
7. Demonstrated proficiency in using Microsoft Outlook, Word and Excel, and an ERP (Enterprise Resource Planning),
8. Fluency in English and the relevant national language spoken and written is essential,
9. Professional, confident, courteous, and helpful manner,
10. Ability to manage and prioritize tasks and time efficiently.
Benefits
TERMS OF APPOINTMENT
This is a nationally recruited position for which ICARDA offers an attractive compensation package including a competitive salary, medical insurance, 30 days of annual leave, five months’ maternity leave, 15 days’ paternity leave
The successful candidate will be offered an initial contract of 3 years, renewable subject to satisfactory performance, continuous need of the position and availability of fund. The first year will be probationary period.
ICARDA is committed to increasing women representation in its workforce and strongly encourages applications from women.
Applications will be acknowledged, but only shortlisted candidates will be contacted
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English 
FRENCH
