Title: Administrative Assistant
โRequisition ID: 6339
Grade: ISA -G5
Country: Lebanon
Duty Station: Beirut
Category: Local Support Personnel
Type of Job Posting: External
Employment Type: NonStaff-Regular
Contract Duration: 6months
Application deadline: 29-Sept-2025, 11:59 PM (Vienna, Austria time)
Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Only nationals or permanent residents of the country of the duty station are considered eligible.
Female candidates are encouraged to apply.
ORGANIZATIONAL CONTEXT
The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDOโs mandate is fully recognized in SDG-9, which calls to โBuild resilient infrastructure, promote inclusive and sustainable industrialization and foster innovationโ. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organizationโs programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.
Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDOโs four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.
Under the overall guidance of the Director General, the direct supervision of the Managing Director, Directorate of SDG Innovation and Economic Transformation (IET), and in close coordination with other organizational entities within UNIDO, the Division of Agribusiness and Infrastructure Development (IET/AGR) supports Member States in their efforts to pave the way to sustainable rural development and a structurally transformed and modernized agribusiness sector. Capitalizing on the experience gained by UNIDO in this field over decades and on tried-and-tested and to-be-developed service modules, the Division will explore innovative approaches to maximise the potential that exists in agribusiness development, addressing emerging global trends, in particular food security, poverty alleviation and climate change. It will explore new ways to contribute to global efforts to reduce hunger, accelerate food systems transition, and generate income and employment, especially among women and youth.
The Division provides technical cooperation services to assist the modernization of agriculture and agro-industry, especially in less-developed countries, ensuring that enterprises add value to primary agricultural production, substitute the imports of food and other value-added agricultural products, and participate effectively in local, regional and global value chains. Where needed, it will develop infrastructure and agro-industrial parks and capacities for agro-industrialization, value addition, quality assurance and food safety. It will also bring innovative approaches to Member States to fully benefit from carbon-neutral and biodiversity- enhancing agricultural and agro-industrial production and development opportunities in the green and blue bioeconomy.
The Food Security and Food Systems Unit (IET/AGR/FSS) promotes the development of food industries and food value chains and the production of local food products in less-developed countries to end hunger and ensure food and nutrition security while generating income and employment adhering to principles of sustainable industrial development. It provides a range of technical assistance services that allow food enterprises โ including in the informal sector and especially SMEs โ to extend their production, improve their products, comply with quality and other standards, become more competitive and deliver adequate and nutritious food to local populations and for export. Where opportune, it also promotes the development of food safety compliance infrastructure and building related food safety systems capacities.
PROJECT CONTEXT
For the past four years, Lebanon has been in the grip of an acute economic and financial crisis, classified as one of the worst in its modern history . In addition to the economic and financial collapse since 2019, the country has been hit by multiple shocks, including the COVID-19 pandemic and the devastating Beirut Port explosions in August 2020. Furthermore, Lebanon continues to host more than 1.5 million Syrian refugees, making it the country with the highest number of refugees per capita in the world . The domestic economy contracted by around 40 percent between 2018 and 2022 and the local currency has lost more than 98 percent of its value. While some sectors of the economy had started to pick up in 2023, recent regional conflicts, mainly the war in Gaza and the resulting increased security situation, have added a further blow to the economy, impacting mostly the tourism sector which had started to show some promising signs of improvement.
The brutal economic collapse has had severe social and humanitarian consequences, disproportionally affecting disadvantaged groups especially women and youth. These groups including women, youth among others have been bearing the brunt of the crisis: women unemployment rates reached as high as 32% at the end of 2022, compared to a national unemployment rate average of 29.6% in 2022, and female labor force participation rates equally dropped from an all-time high of 29% in 2019 to 26% in 2022, while men's participation stood at 66%, further exacerbating the existing gender gap.
The overall goal of this new joint project between UNIDO and UNDP is to contribute to improved economic security, stability and prosperity of women entrepreneurs and women-led MSMEs in all their diversities in Lebanon, to support their livelihoods and well-being. This will be achieved through interventions designed to 1) strengthen the institutional support for women entrepreneurs and women led MSMEs (UNDP); 2) facilitate access to finance for women entrepreneurs and women led MSMEs; and 3) increased capacity and competitiveness of women entrepreneurs and women led MSMEs (UNIDO).
This project builds on the achievements of the Productive Sectors Development Programme (PSDP). The PSDP targeted the agri-food sector on the meso level as well as the micro level in northern Lebanon. The PSDP was jointly implemented by UNIDO, UNDP, FAO, ILO, UN Women and UNICEF, and coordinated by UNRCO in Lebanon. The new project will see a continuation of the good cooperation already established between UNDP and UNIDO under the meso component of the PSDP, and as such, it will be jointly implemented by UNIDO and UNDP, where UNDP is acting as the lead agency.
By supporting womenโs access to economic opportunities, the project will be supporting job stabilization as well as job creation directly and indirectly, thus contributing to poverty reduction. More specifically, by providing women with the tools and skills (leadership, confidence, financial support, etc) to compete nationally and internationally, and by ensuring they are prepared ie. their products and services have the needed quality to enter markets and generate opportunities. The project will ensure that women-led businesses can continuously generate the needed income to grow and sustain their livelihood, thus contributing to poverty reduction.
FUNCTIONAL RESPONSIBILITIES
Under the supervision of the Project Manager and in close cooperation with the project team in the HQ and field location, the Administrative Assistant provides administrative support and is responsible for the following key functions:
Perform general administrative and logistical tasks such as arrangements for meetings, events, trainings and workshops. Monitor disbursements, commitments and budget allocations and availability for the projects. Keep track of project budget expenditures; follow-up on status of contracts for the local project team, provide information on the project, draw the supervisorโs attention to problems encountered. Interpret or consult to clarify the application of new financial and procurement rules and procedures, TC guidelines and other instructions. Provide logistical support to international consultants, national consultants, and visiting UNIDO staff members and in organizing meetings, study tours and workshops at the field level and travel requests and expense reports when required Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment/goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the project team at HQ. Assist with the preparation of the work and budget planning for the project. Assist in maintaining effective communication, coordination and working relations with the relevant counterparts, beneficiaries and stakeholders. Assist with the preparation for the Steering Committee meetings, including providing support in drafting papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer-based searches, compile background information. Maintain project equipment inventories (both paper and electronic asset management) and ensure appropriate use. Assist with on boarding of new project personnel. Assist in drafting regular and/or ad-hoc reports on project activities. Carry out ad-hoc assignments and research activities, as required. Maintain files (both paper and electronic) and databases related to work.
REQUIRED COMPETENCIES
Core Values
WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.
WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner.
WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.
Key Competencies
WE FOCUS ON PEOPLE: cooperate to fully reach our potential โand this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.
WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.
WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.
WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.
MINIMUM ORGANIZATIONAL REQUIREMENTS
Education
Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable.
Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or masterโs degree), in a relevant field to the post.
Technical and Functional Experience
A minimum of eight (8) years of work experience in the related fields of the post, is required. Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable. Experience in project administration, accounting and finance, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, is desirable. Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required. Experience with SAP or similar ERP software is desirable.
Languages
Fluency in written and spoken English is required. Fluency and/or working knowledge of Arabic is required.
This appointment is limited to the specified project(s) only and does not carry any expectation of renewal.
Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.
All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process. Selected candidate(s) may be required to disclose to the Director General the nature and scope of financial and other personal interests and assets in respect of themselves, their spouses and dependents, under the procedures established by the Director General.
Visit the UNIDO website for details on how to apply: www.unido.org
NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.
Notice to applicants:
UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: recruitment@unido.org