ADMINISTRATIVE ASSISTANT, G5
UNIFIL - Naqoura, Lebanon
|Posting Title:||ADMINISTRATIVE ASSISTANT, G5|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||United Nations Interim Force in Lebanon|
|Posting Period:||09 April 2018 – 08 May 2018|
|Job Opening Number:||18-Administration-UNIFIL-95535-R-Naqoura (M)|
Org. Setting and Reporting
This position is located in HIV/AIDS Unit in the Civil Affairs Section, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Chief HIV/AIDS Unit or his/her designate.
General Administration: Provide guidance to HIV/AIDS unit. May provide assistance in reviewing host country and mission area issues related to HIV/AIDS and their linkage to mandated tasks or other activities within assigned areas. Identify and report issues/challenges as they arise, and recommend appropriate actions; Coordinate regularly with service units and liaises as needed with HIV/AIDS unit team members both at mission and regional shared service level. Perform other related administrative duties, as required (e.g., travel, HIV/AIDS work-plan monitoring, identification and requisition of office and operational logistics, maintenance of equipment, software and systems, organizes and coordinates HIV/AIDS awareness campaigns, conferences, and provision of administrative and logistical support to training activities, translation of unit documents, etc.)
Budget and Finance: Provide assistance in the preparation and development of the HIV/AIDS unit’s work plan and Results Based Budget (RBB) submissions; Assist in the maintenance of the HIV/AIDS monitoring and evaluation framework, budget and work-plan monitoring tools, activity database, and record utilization and distribution of programme resources and support the implementation of the distribution as necessary. Maintain and regularly update the HIV/AIDS unit activity and attendance database, monitoring and evaluation framework, collect data from relevant field staff members, uphold confidentiality, and assist in preparation of budget performance reports. Provide assistance in the review, and preparation of mid-term work-plan implementation, incorporation of HIV/AIDS in mandates tasks. Assist the Chief HIV/AIDS Officer in the analysis and elaboration of resource requirements for budget submissions; Monitor and provide updates to the unit chief on budget and work plan implementation/RBB performance, and record revision of the unit work plans and reallocation of unit budget as necessary. Review requisitions for goods and services to confirm; (a) that correct records of RBB performance and utilization of unit resources have been updated, and (b) monitor availability of requisite resources. Monitor extra-budgetary resources in line with unit budgetary allocation, with specific attention given to regulations and rules, and established policies and procedures. Assist in the preparation of budget performance submissions; Assist in the finalization of budget performance reports with attention given to variances between approved budgets and actual outputs.
Human Resources Management: Perform various actions related to the administration of the HIV/AIDS unit’s human resource activities, e.g. recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training, attendance, etc., consistently applying UN rules, regulations, policies and procedures. Liaise with UNIFIL central administrative services as required; Maintain vacancy announcement files and update track vacancy announcements. Advise unit staff members on travel and visa matters; Provide advice and answer general queries on classification procedures and processes. Provide information and advice to staff/consultants with respect to conditions of services, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations; Monitor assigned staffing tables for a variety of human resource activities, e.g. appointments, retirement, expiration of appointments, reassignments, transfer and movement of unit staff.
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures related sociocultural work. Solid computer skills including proficiency in word processing and spreadsheets is required. Specific knowledge of the UN administrative electronic tools, such as UMOJA or ERP is desirable. Shows pride in work and in achievements; demonstrates professional competence and mastery of sociocultural work; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Upholds highest standards of confidentiality.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match sensitive sociocultural issues of target audience; demonstrates openness in sharing information and keeping people informed.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent is required. Technical training in Finance, Budget, Human Resources Management, Monitoring and Evaluation or Administration is desirable.
A minimum of five (05) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related area is required. . Experience in HIV/AIDS or public health, and confidentiality provisions of United Nations Rules, Regulations, SOPs, Manuals and Policies is desirable. Experience working with UNIFIL or UN Agencies in this capacity is desirable.Previous experience with handling culturally sensitive and clients’ confidential information is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of another UN official language is desirable.
Evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.
Recruitment against this position is on a local basis; applicants in the General Service category shall meet the relevant employment requirements of the host country (Lebanon), including fulfilling visa or work permit stipulations. If you fulfill the visa and work, permit stipulations for Lebanon, please specify in your cover letter, attach a copy of your visa, and work permit under ‘attachments of your application in Inspira. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.