Administrative Assistant

Volunteering Admin Logistics & Procurement

Overview

Provide operational and functional support to Meeting and Travel Services.

You have:

• A minimum of five (5) years of experience in secretarial or administrative positions with secondary education, or three (3) years of relevant experience with a bachelor's degree.
• Knowledge of procedures and practices within the United Nations (UN) system is an advantage.
• Experience with Enterprise Resource Planning (ERP) systems is also considered an asset.
• Strong skills to work independently.
• Strong organization and office skills, as well as skills in note-taking and minute writing.
• Sound knowledge and skills using a variety of office and computer packages.
• Sound knowledge of WHO and/or UN administrative rules, regulations, procedures, and practices.
• The ability to multitask and work under pressure.
• The ability to exercise discretion at all times in judging the importance, urgency, and confidential nature of various issues, and tact when dealing with staff and external partners.

Contract

This is a UNV contract. More about UNV contracts.

The organization is implementing Meeting and Travel Services (MTS) to streamline meeting coordination, travel arrangements, expense management, and compliance with applicable meeting and travel policies. Within this framework, the MTS Business Support Team is responsible for ensuring the effective day-to-day functioning of the system, providing user support, and contributing to the continuous improvement of MTS processes. The assignment aims to provide operational and functional support to the Meeting and Travel Services, ensuring efficient system utilization, adherence to organizational policies and procedures, and timely identification and resolution of operational and technical issues.

The incumbent provides comprehensive administrative, operational, and coordination support within the delegated authority to ensure the smooth functioning of the team’s activities.

Key responsibilities include:

• Receiving visitors and handling telephone calls with tact and discretion, redirecting inquiries appropriately, and supporting appointment preparation by providing relevant background information. • Managing requests for goods and services, including tracking, receipt, payment processing, and inventory follow-up. • Drafting, reviewing, and finalizing correspondence and reports, ensuring compliance with WHO standards, language accuracy, and proper formatting before submission for signature or clearance. • Reviewing incoming correspondence, identifying required actions, gathering supporting documentation, and ensuring timely responses using tracking tools. • Supporting human resources processes, including contract renewals and initiating HR actions for staff appointments. • Managing procurement processes through WHO systems, including contracts for consultants and goods, and monitoring delivery and payments. • Assisting in budget and financial monitoring, including tracking expenditures, supporting donor reporting, and following up on financial issues. • Maintaining information management systems, ensuring proper filing, updating records, and conducting document and information searches when required. • Supporting meeting administration, including logistics, invitations, documentation, minutes, presentations, and coordination with participants. • Managing travel arrangements through WHO systems, including travel requests, bookings, and preparation of travel files. • Providing general administrative support, including replacing other support staff when needed and performing any additional duties as required.

The UNV National Specialist will be under the supervision of the Administrative Officer.

• Professionalism: demonstrated understanding of operations relevant to WHO; technical capabilities or knowledge relevant or transferrable to WHO procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and WHO in daily activities and behaviors while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behavior; does not abuse power or authority. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary. • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards WHO ’s mission and vision, as well as to the UN Core Values.

Essential: A minimum of five (5) years of experience in secretarial or administrative positions with secondary education, or three (3) years of relevant experience with a bachelor’s degree. Knowledge of procedures and practices within the United Nations (UN) system is an advantage.

Desirable: Relevant experience with the World Health Organization (WHO) or another UN agency is an asset.

Experience with Enterprise Resource Planning (ERP ) systems is also considered an asset.

• Strong skills to work independently. • Strong organization and office skills, as well as skills in note-taking and minute writing. • Sound knowledge and skills using a variety of office and computer packages. • Sound knowledge of WHO and/or UN administrative rules, regulations, procedures, and practices. • The ability to multitask and work under pressure. • The ability to exercise discretion at all times in judging the importance, urgency, and confidential nature of various issues, and tact when dealing with staff and external partners.

1) Living Conditions

Living conditions in Tunisia are highly appreciated and comparable to those of northern Mediterranean countries. The country enjoys a Mediterranean climate in almost all regions, except for the south, which features a more arid climate.

In addition to its mild climate and varied landscapes, Tunisia has a rich cultural heritage, making it one of the most visited countries in the world. It is also renowned for its gastronomic attractions and a culinary tradition inherited from a millennia-old history.

According to a ranking by the American magazine Ceoworld, Tunisia is the 7th least expensive country in the world. The country has a recognized healthcare system and a quality education system. It is equipped with all the necessary infrastructure and amenities for optimal living comfort.

The capital, Tunis, is relatively easy to navigate. Public transportation is available and affordable. Crime rates remain relatively low, despite an increase in reported acts of violence. Tunisia is currently going through a critical phase of democratic and social transition; it is therefore important to stay informed about the political situation. Security advice is systematically provided by UNDSS and UNHCR security personnel.

Given that this is a national UN Volunteer assignment, the volunteer will be responsible for organizing their own accommodation and basic needs.

2) Conditions of Service for National UN Volunteers

The contract is issued for the indicated period, with the possibility of extension subject to the availability of funds, operational necessity, and satisfactory performance. However, there is no guarantee that the assignment will be renewed.

Travel to the duty station (if applicable) and a settling-in grant will be provided when the duty station is located outside the commuting area from the place of recruitment. The Volunteer Living Allowance is paid monthly to cover housing, utilities, and daily living expenses.

Life, health, and permanent disability insurance is included (health insurance for up to 3 dependents), as well as a final repatriation allowance (if applicable) and a resettlement allowance for satisfactory service.

Additionally, in non-family duty stations classified under hardship categories D or E according to the ICSC, a Well-Being Differential (WBD) will be paid monthly.

3) Allowances and Benefits

Before the assignment • Entry lump sum: 350 USD • Relocation costs: 200 USD at the beginning and end of the assignment if the duty station is located outside the commuting area (as determined by UNDP/UNV)

During the assignment • Volunteer Living Allowance: 2,349.66 TND • Training: Access to UNDP/UNV learning and career development resources • Annual leave: 2.5 days per month • Insurance: Comprehensive coverage for health, life, and malicious acts for the volunteer, as well as health insurance for up to 3 eligible dependents. See the Conditions of Service for more details on eligibility criteria.

At the end of the assignment • Exit allowance (paid upon successful completion of the assignment): 195.81 TND per month served, paid at the end of the contract.

Further entitlements and information available at:

• https://app.unv.org/calculator • https://www.unv.org/volunteer-your-country-conditions-service

Apply now

Potential interview questions

Added 8 days ago - Updated 8 hours ago - Source: unv.org