ADMINISTRATIVE ASSISTANT, G6
Naqoura - Lebanon
|Posting Title:||ADMINISTRATIVE ASSISTANT, G6|
|Job Code Title:||ADMINISTRATIVE ASSISTANT|
|Department/Office:||United Nations Interim Force in Lebanon|
|Posting Period:||11 September 2018 – 10 October 2018|
|Job Opening Number:||18-Administration-UNIFIL-103350-R-Naqoura (M)|
Org. Setting and Reporting
This position is located in the Field Technology Section (FTS), United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Administrative Support Supervisor of the Operations Management or his/her designate.
Human resource and 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 provide 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.
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; prepare adjustments as necessary.
-Assist the supervisor when required in the elaboration of resource requirements for budget submission.
-Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
-Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.
-Initiate data entry of new shopping carts in UMOJA request by various FTS units as per the Budget proposal/price and the justification.
-Prepare Acquisition Plan, projection of expenditures, year end performance reports, commitment and pre-commitments reports and Outstanding Obligation report.
-Contact and coordinate with HQ or Brindisi for Technical or SDS clearance also with Procurement & Finance Sections and Receiving and Inspection Unit for clarification.
General Administration: – Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
-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., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
-May be responsible for guiding, training, and supervising the work of more junior General Service staff.
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. Processes 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 and door keys.
-Perform other duties, as required.
Professionalism: Knowledge of general administration including budget, finance and contract processes. Knowledge of UMOJA system and shopping carts. Knowledge of procurement system. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men an all aspects of work.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & 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.
High School diploma or equivalent is required.
A minimum of seven (7) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, human resources or related area.
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 French is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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 and 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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
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