UNIFIL Job
ADMINISTRATIVE ASSISTANT, G6
Naqoura - Lebanon

Posting Title:ADMINISTRATIVE ASSISTANT, G6
Job Code Title:ADMINISTRATIVE ASSISTANT
Department/Office:United Nations Interim Force in Lebanon
Duty Station:NAQOURA
Posting Period:04 December 2018 – 02 January 2019
Job Opening Number:18-Administration-UNIFIL-108126-R-Naqoura (M)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Medical Section, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Associate Administrative Officer and Chief Medical Officer, Medical Section.

Responsibilities

Medico-administrative issues and Human Resources Management:

1.Initiates, reviews, processes and follows-up on actions relevant to section HR issues, provides information and guidance to the staff on recruitment, job classification reviews, entitlements under Staff Rules and Regulations, administrative procedures, duties and responsibilities, separation and training, oversees the maintenance of vacancy announcement files and keeps track of status of the vacancy announcements, perform other activities relevant to leave plans, attendance records, monitors staffing table and prepares relevant statistical data/charts.
2.Drafts routine correspondence to respond to enquiries pertinent to administrative, financial, audit, procurement and personnel matters, provides accurate and timely medical statistics, records and other confidential and medical related data in connection with Medical Section Scope of Work, coordinates extensively with services /sections/units and liaises frequently with team members within the Mission, performs other related administrative duties as required (e.g. operational travel, physical space planning, identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate meetings, conferences, seminars and translations as required). 
3.Performs other duties as assigned by CMO pertinent to UNIFIL Medical/Pharmaceutical logistics, planning and acquisition. 
4.May take responsibilities for guiding, training and supervising the work of more junior general service staff.


Budget and Finance:

1.Assists in the preparation and review of financial and human resource proposal/requirements, monitors expenditures and compares with approved budget, prepares adjustments and justifications as necessary, assists the supervisor in the elaboration of resource requirements for budget submission, assists in preparation of budget performance submission and finalization of budget performance reports, analyzes variances between approved budget and actual expenditures and liquidations of the outstanding amounts as required.
2.Reviews, audits and compiles received contractor’s invoices against the medical/pharmaceutical goods, contracted hospitals services and other services provided, as and when required, processes the payment to vendors and contractors; monitors accounts and payments, maintains Section’s patty cash and processes relevant payments, coordinates with other finance and budget staff on related issues.

Contract Administration: 

1.Assists with day-to-day administration of contracts between the section and external contractors for outsourced services, process and monitors payments, prepares and submits the Contractors’ Performance Reports. Raises and submits POs and LVAs for services and goods; facilitates in the process of the registration of the new vendors and prepares all related required documents. 
2.Prepares and process all forms and permissions for contractors and visitors such as camp accesses, UN ground passes etc. 
3.Drafts and submits faxes for Technical clearances to UNHQ for extension/amendment of UNIFIL Medical Section contracts etc.

Competencies

Professionalism: Knowledge of relevant UN rules, regulations, administrative procedures, polices and directives; knowledge of medical/pharmaceutical products and medical services, ability to recognize the requirements, raises purchase orders and requisitions and provide the review and compilation of the received goods and services. Shows pride in work and in achievements; demonstrate professional competencies and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; especially in the period of financial year closure; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; maintain work related confidentiality; 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.

Communication: Speaks and writes clearly and effectively; listen to others, correctly interprets massages from others and respond appropriately; ask questions to clarify and exhibits interest in having two-way communication; tailor language, tone, style and format to match audience; demonstrate openness in sharing information and keeping people informed. 

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

Education

-High School diploma or equivalent is required. 
-Medical/Pharmaceutical formal certification is desirable.

Work Experience

A minimum of 7 years of progressively responsible experience in the field of administrative services, finance, accounting, audit, human resources or related area, required.
Experience within the UN system is desirable. Experience in SAP platform (UMOJA) is desirable. Medico-administrative experience 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.

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.


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.

Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2018 United Nations. All rights reserved

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