ADMINISTRATIVE ASSISTANT

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

Org. Setting and Reporting This position is located within the Human Rights, Transitional Justice and Rule of Law Service of the United Nations Support Mission in Libya (UNSMIL). The position is based in Tripoli, Libya (Tripoli is classified as a Hardship "E" duty station and a non-family duty station). The Administrative Assistant reports to the Chief of the Service and responsible for effectively and efficiently managing administrative matters related to Human Rights Service activities.

On 28 July 2022, the Security Council by its resolution 2647 renewed the mandate of the United Nations Support Mission in Libya (UNSMIL) through 31 October 2022, as set out in resolution 2542 (2020) and paragraph 16 of resolution 2570 (2021). The Security Council, in resolution 2542 (2020), 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 Libya, 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 organization of elections; (vi) coordinate and engage closely with international actors, including neighboring countries and regional organizations; (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; (xi) coordinate international assistance, and provision of advice and assistance to Government-led efforts to stabilize post-conflict zones, including those liberated from Da'esh.

Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties:

MAINTAIN MANAGEMENT RECORDS: - Maintains and certifies administrative data and records for time and attendance in electronic system. - Process and review related claim reports into a software Microsoft System. - Maintains and reviews staffing table reports generated under Human Rights components. - Follows-up on actions related to the administration of the unit's human resource activities, ensuring consistency in the application of regulations and procedure.

BUDGET AND FINANCE: - Monitor status of expenditures and follows-up on administrative arrangements and forms and reports accordingly; - Consolidates data received and provides support to higher-level staff; - Reviews status of relevant expenditures and compare with the approved allocation reserved for related activities. - Reviews requisitions for services to ensure the correct objectives of expenditure have been charged and availability of funds; - Assists in the preparation of statistical tables and standard financial reports.

GENERAL ADMINISTRATION: - Prepares, processes and follow up on administrative arrangements and forms, related to the official events; - Maintains files of rules, regulations, and other related documentation. - Maintains up-to-date work unit files (both paper and electronic); - Coordinate administrative arrangements of seminars and conferences. - Performs other related administrative duties, Operational logistic activities, reconciliating and monitoring account payment to vendors for services rendered and physical space planning identifying office technology needs and maintenance of equipment.

ADMINISTRATIVE DUTIES: - Assist on day-to-day administration control and monitor the implementation of the services provided by outsourcing services. - Process payment on services rendered by contractors after confirming and reporting through a service delivery report and ensure process payment of invoices. - Prepare and process UN forms and permissions for logistic services, including UN grounds passes, property passes, UN parking permits for visitors. - Perform other duties as required by the supervisor.

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. 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.

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.

Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education High school diploma or equivalent is required.

Work Experience A minimum of three years of progressively responsible experience in the field of administrative services, finance, accounting, audit, contracting and human resources or related area is required.

At least one year of administrative experience within the United Nations common system or similar international organization, is desirable.

Experience servicing UN intergovernmental bodies is desirable.

Experience using collaborative remote meeting platforms and software is desirable.

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

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

Special Notice Recruitment in the General Service category shall be made 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 and shall comply with any host country agreement in effect. Applicants who are not nationals from Libya must meet the relevant employment requirements of the host country, including fulfilling visa or work permit stipulations.

An appointment shall not be granted to a person who is the father, mother, son, daughter, brother, sister, step-children or step sibling of a staff member. This restriction applies to relationships within the United Nations Secretariat and not to those with the separately administered Agencies, Funds or Programmes.

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.