Admin Assistant G6 UNIFIL

Administrative assistant g-6
unifil - naqoura,

Posting Title:ADMINISTRATIVE ASSISTANT, G6
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:United Nations Interim Force in Lebanon
Duty Station:NAQOURA
Posting Period:02 February 2018 – 03 March 2018
Job Opening Number:18-Administration-UNIFIL-92380-R-Naqoura (M)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in Compliance and Monitoring Unit in the Office of the Director of Mission Support, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Chief Compliance and Monitoring Unit or his/her designate.

Responsibilities

General Administration:
– Draft routine correspondence to respond to enquiries in respect to relevant administrative, risk management and audit matters.
– Assist in collecting, compiling, reviewing, consolidating and disseminating information on risk-related to the implementation of all aspects of the mission mandate and support functions, coordinate identification of risks, their subsequent review and the development of risk mitigation measures.
– Assist in the preparation, soliciting, reviewing and updating mission quarterly risk register as well as coordinating all risk management activities with the Risk Management Committee and other stakeholders.
– Ensure proper and accurate records of information and document are maintained for review, analysis, and reporting.
– Coordinate extensively with service sections/units and liaise frequently with internal team members in the field mission.
– Perform other related administrative duties, as required (e.g., including collecting, receiving, screening and filing of all correspondence, type, proofreading, etc).

Human Resources Management:
– Initiate, review, process and follow-up on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
– Respond to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
– Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
– Monitor staffing table and prepare relevant statistical data/charts.

Budget and Finance:
– Assist in the preparation and review of financial and human resource proposals/ requirements.
– Consolidate budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
– Monitor expenditures and compare with approved budget; prepares adjustments as necessary.
– Assist the supervisor when required in the elaboration of resource requirements for budget submissions.
– Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures
– Coordinate with other finance and budget staff on related issues during preparation of budget reports.

Contract Administration:
– Assist with day-to-day administration of contracts between the section/unit and external contractors for outsourced services.
– Audit the contractors’ invoices against the goods and services provided by the contractor as and when required. 
– Process the payment of contractors’ invoices and monitor payments.
– Prepare and process all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
– Perform other duties, as required.

Competencies

– Professionalism: Knowledge of relevant UN rules, regulations, administrative procedures, policies and directives. Ability to apply knowledge of various United Nations administrative, financial and human resources duties in work place and ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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.

– Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

– 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.

Education

-High School diploma or equivalent is required.
-Good computer skills (Word, Excel, Power Point and other UN software) are desirable.

Work Experience

-A minimum of seven (7) years of progressively responsible experience in the field of administrative services, finance, accounting, audit, human resources or related area is required. 
-Experience in working in a multinational environment is desirable.

Languages

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.

Special Notice

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 and attach a copy of your visa and work permit under ‘attachments” of your application in Inspira.

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.

No Fee

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.

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