ADMINISTRATIVE ASSISTANT

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting This position is located in the Civil Affairs Section, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Chief of Civil Affairs Section.

Responsibilities Civil Affairs Division is responsible for the program management/project implementation of Quick Impact Projects (QIPS) in the mission. QIPs are critical tools for conflict management and confidence building. UNIFIL undertakes QIPs in response to local needs expressed by local interlocutors, while ensuring they are in line with the Mission’s strategic intent and the Government of Lebanon’s policy direction.

PROJECT MANAGEMENT:

- The Administrative assistant is part of the Quick Impact Project Management Team serving as the Finance and Project Assistant and Secretary to the Project Review Committee (PRC) which holds its meetings every fortnight. During the project review cycle, s/he is responsible for ensuring that all project proposals from the field adhere to the QIPs guidelines and policies and verifies that documents from the executing agencies (i.e. companies presenting their quotations and financial documents) adhere to the UN procurement and financial guidelines. - Sends out all project documents to other UNIFIL Sections Administration/Team Assistants, assisting their respective Chief (PRC members) to compile folders before the meeting. During the selection and approval process of QIPs, queries from the PRC members are compiled as part of the draft minutes and responses are compiled and shared with Team Assistants to include in the project folders. liaises with the Director of Mission Support to prepare Memorandums of Understanding (MOUs) that are signed between UNIFIL and different Implementing Partners. - Works with PRC Members and Project Officers throughout the project life cycle that covers: Review, Selection, Approval, Implementation, Monitoring, Closure and Evaluation. - Prepares Project minutes and project financial graphs for the PRC members/meetings as well as letters for field project officers seeking the signature of the Chief, Civil Affairs. - Sends project status reports via email to staff to advise them of project deadlines, follows up on executing agencies bank receipts to commence projects in the project database. - Liaises with Finance officers and the Chief of Engineering Section to report on project implementation and provide updates on numerous financial implementation stages. - Coordinates with the Mission Leadership Team to obtain translations for government decrees received by Chief Civil affairs. - Engages with Local community cooperatives during cooperative exhibitions at UNIFIL Headquarters to discuss exhibition arrangements. - Further, Civil Affairs singularly and sometimes in coordination with other mission and non-mission actors organize various outreach activities targeting different sections of the community such as children and youth (visits to UN positions for briefings on UNIFIL, vocational training facilitation, commemoration of special days, books/gifts donation), women (awareness raising, vocational training/capacity building) and for general benefit of community (delivery of medical assistance and other aids, tree planting etc.). S/he is involved in these outreach activities.

BUDGET AND FINANCE:

- During preparation of the QIPs budget, provides the Engineering (EFMS) Budget Officer (QIPs budget is allocated under EFMS fund centre) with the number of projects expected to be implemented and areas of interventions based on the mission mandate. The project identification and review cycle commences once the EFMS Officer confirms the QIP funds are credited. - Assists in the coordination of project planning and preparation; monitors status of project proposals; takes necessary action to ensure project documents are completed and submitted to mission leadership for approval. - Provides significant support in planning, budget preparation, participation in committee meetings to allocate funds for projects and monitors the implementation of about 40 projects for UNIFIL each budget year. - Researches, compiles, analyses, summarizes, and presents information/data on specific project and related topics. Assists in the preparation and analysis of project budget proposals; aids in the interpretation of budget guidelines; reviews and coordinates submissions of project proposals and budget estimates, ensuring that essential information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.

ADMINISTRATION AND HUMAN RESOURCES:

- Liaises with all the Civil affairs staff in UNIFIL Headquarter, sectors and the satellite offices. - Prepares all the documents for Chief, Civil affairs such as routing slips, internal memoranda, briefs, reports, statements, action points, etc. - Discusses work arrangements with Administrative Assistants/Special Assistants from other United Nation Agencies, Funds and Programmes in coordination with Heads of UN Country Teams for field visits to UNIFIL area of operation. These preparations are in coordination with all sections and the protocol office. - Holds discussion with the front office, Head of Mission (HOM) officials to provide updates and seek HOM approval for civil society projects. - Holds discussions with the Special Assistant to the Deputy Head of Mission to provide updates and seek DHOM approval for projects. - Liaises with the Administrative Assistants or Special Assistants of United Nation Agencies, Funds and Programmes in preparing programme visits of Head of Agencies to the UNIFIL area of operation. This requires internal coordination with UNIFIL Protocol Office, Head Of Mission Office, - - Security Section, Events Unit, Strategic Communications Office to ensure the success of the field visit/meetings. - Sends emails to remind Civil Affairs staff on performance deadlines, mandatory training deadlines and other information applicable to staff in the Division. - Organizes the workshop venue, lunch and refreshments in coordination with the Office of Director of Mission Support and arranges with all other the sections required to provide briefings in such workshops, training or meetings such as HIV and Gender sections.

Competencies Professionalism: 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

Client Orientation: Consider all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Identifies clients’ needs and matches them to appropriate solutions; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of product or services to client.

Education High school diploma or equivalent.

Job - Specific Qualification Technical or vocational certificate in project management, administrative services, finance, human resources, business administration or personnel management is required.

Work Experience At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of project and programme management, quick impact projects (QIPs), administrative services, finance, accounting, human resources, audit, or in other related fields is required.

Relevant experience working in a United Nations common system (inclusive of peacekeeping, political missions and UN agencies, funds, and programmes) - or similar international organization or non-governmental organization is required.

Experience in project or programme management is required.

Practical experience and skills in logistical support activities is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.

Assessment Evaluation of qualified rostered candidates may include informal interviews.

Special Notice This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity 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, 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.