ADMINISTRATIVE ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 7,876 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting On 15 September 2020, the Security Council renewed the mandate of United Nations Support Mission in Libya (UNSMIL) for one year, through resolution 2542 (2020). The Council decided that UNSMIL should be led by a Special Envoy of the Secretary-General who should exercise overall leadership of UNSMIL with a particular focus on good offices and mediation with Libyan and international actors to end the conflict.

This position is located in the Office of the Special Envoy of the Secretary-General on Libya and Head of UNSMIL, based in Geneva, Switzerland. The incumbent will work under the overall supervision of the Special Envoy of the Secretary-General on Libya.

The Security Council has tasked UNSMIL, as an integrated special political mission, in full accordance with the principles of national ownership, to exercise mediation and through its good offices to: (i) further an inclusive political process and security and economic dialogue; (ii) further the continued implementation of the Libya Political Agreement; (iii) help consolidate the governance, security and economic arrangements of the Government of National Accord, including support for economic reform in collaboration with international financial institutions; (iv) help to achieve a ceasefire and, once it is agreed by the Libyan parties, provide appropriate support to its implementation; (v) support subsequent phases of the Libyan transition process, including the constitutional process and the organisation of elections; (vi) coordinate and engage closely with international actors including neighboring countries and regional organisations; (vii) provide support to key Libyan institutions; (viii) support, on request, the provision of essential services and delivery of humanitarian assistance, including in response to the COVID-19 pandemic, in accordance with humanitarian principles; (ix) monitor and report abuses and violations of human rights and violations of international humanitarian law, including sexual violence in conflict, notably through the effective deployment of women and child protection advisers; (x) provide support in securing uncontrolled arms and related materiel and countering their proliferation; and (xi) co-ordinate international assistance, and provision of advice and assistance to GNAGNU-led efforts to stabilise post-conflict zones, including those liberated from Da’esh.

Responsibilities Under the overall direction of the Special Envoy (SE), the Administrative Assistant will be responsible for the following duties:

• Receive and review all incoming mail addressed to the SE and facilitate timely flow of documents/communication/messages to and from the Front Office;
• Maintains the SE’s calendar, handles the day-to-day management of the SE’s agenda and appointments;
• Assists in the preparation of the SE’s meeting by issuing invitations/notifications, setting up connection details, etc.;
• Using discretion and tact, receiving and directing visitors, placing and screening calls and answering queries;
• Making contacts with missions, UN agencies, international institutions, government offices, etc.;
• Handling and maintaining policy, confidential and general management files including all correspondences and Note Verbales;
• Establishing and maintaining a document/work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval, uploads reports and code cables on UN platforms;
• Organizes and maintains an up-to-date filing system comprising correspondence and documentation, including that of a confidential and political nature;
• Making travel arrangements for the SE and accompanying staff including travel itinerary, booking via RSCE, logistical requirements, visa, all protocol and other administrative matters (incl. UMOJA);
• Checking and clearing for format presentation (incl. adherence to established standards of format) and accuracy of all outgoing correspondences submitted for the SE’s signature;
• Responds to information requests and inquiries, including of a sensitive nature, or refers calls/visitors to appropriate staff member;
• Drafting on the request of the SE routine correspondences such as letters, Note Verbales, etc;
• Responds to or prepares routine correspondence and other communications;
• Assists in the preparation and servicing of conferences/workshops/meetings;
• Participates in the organization and preparation of staff meetings;
• Prepares and updates proposed calendar of conferences, meetings, and workshops of the SE;

• Perform other ad-hoc tasks as requested by the SE.

  Competencies PROFESSIONALISM: Ability to perform a broad range of administrative functions. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

TEAMWORK: Excellent interpersonal skills; ability to work collaboratively with colleagues in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity to achieve organizational goals. 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 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.

Education High school diploma or equivalent. Supplementary education or Certificate/Coursework/Training in administration, management, accounting, finance, human resources or directly related fields is desirable. Good computer skills in Windows, and other computer applications such MS Outlook, SAP, Word, Power Point, Access, and Excel are desirable.

Work Experience A minimum of seven (7) years of progressively responsible professional experience in the field of administrative services, finance, accounting, audit, human resources or related field within the United Nations, is required. Knowledge of financial and administrative rules and regulations is required. Experience working for senior officials in a field mission is required. Experience in processing travel requests and travel arrangements is required. Experience in the use of enterprise resource planning systems (such as SAP), and the use of information technology program related to spreadsheets, databases and word processing, is desirable. Experience in electronic filing system, or other comparable systems is desirable. Good drafting skills in English and Arabic are desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French and/or Arabic is highly desirable.

Assessment Evaluation of qualified candidates may include a written assessment and/or an interview.

Special Notice - This position is temporarily available through 31 December 2021. The extension of appointment (if any) of the selected candidate will be contingent on performance and the availability of funds. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

  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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.