Reporting to: Lebanon, Jordan & Palestine Country Manager
Location: Beirut, Lebanon
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\u2019s 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: www.icarda.org.ย
Main responsibilitiesย ย ย ย ย ย ย ย ย ย ย
The position oversees and supports a wide range of institutional activities in Beirut as follows:
\u00b7ย Provide full secretarial and administrative support to the Country Manager. This includes providing support in planning activities, coordination, or information sharing on specific projects or activities.
\u00b7ย Coordinate the administrative and logistics aspects of events, meetings, workshops, and travel, as required.
\u00b7ย Coordination with the Ministry of Foreign Affairs and General Security on matters related to securing visas and residencies for ICARDA staff and visitors.
\u00b7ย Assist the Country Manager and the Director General in arranging appointments with Ministries and Local authorities and other partners.
Coordinate with the Ministry of Agriculture to arrange needed import permits for seeds requested by ICARDA in coordination with the Terbol Station.
\u00b7ย Initiate and follow up on procurement requests, consultants/interns/student requests, and payments in compliance with ICARDA policies and standard practices.
\u00b7ย Registration and insurance for Beirut and Terbol Vehicles.
\u00b7ย Manage the petty cash for the Beirut office.
\u00b7ย Coordinate the clearances of ICARDA goods with the customs and shipping agents.
\u00b7ย Prepare the monthly time sheets for Beirut country office staff.
\u00b7ย 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.
\u00b7ย Coordinate with the Ministry of Finance on matters related to income Tax and returns from VAT for ICARDA.
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.
Requirements
Education, qualifications and experience
\u00b7ย BSc in business management, or equivalent, with a minimum of three years' experience in secretarial work and office/administrative support.
\u00b7ย 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.
\u00b7ย Demonstrated ability to work harmoniously with diverse colleagues and functions.
\u00b7ย Ability to plan and anticipate problems and to problem solve.
\u00b7ย Ability to balance the need for service and efficiency with the need to comply with Team practices and organizational policies.
\u00b7ย Demonstrated proficiency in using Microsoft Outlook, Word and Excel, and an ERP (Enterprise Resource Planning).
\u00b7ย Fluency in English and the relevant national language spoken and written is essential.
\u00b7ย Professional, confident, courteous, and helpful manner.
\u00b7ย 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\u2019 maternity leave, 15 days\u2019 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 a probationary period.
Please be advised that ICARDA accepts applications only in English, as per the organization's standard communication language. Applications in other languages will not be considered.
Only shortlisted candidates will be contacted.