STAFF ASSISTANT

Senior Admin

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. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Language Support Unit within the Office of the Deputy Chief of Service Delivery Management, United Nations Interim force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Chief of the Section and/or his/her designate.

Responsibilities

Supervise several Field Language Assistants (LAs) and coordinate the overall administrative functions, manage priorities and workflow related to the LAs under his/her jurisdiction; Coordinate multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out in a timely manner; bring sensitive and urgent matters to the attention of Chief LSU or his/her designate. Serve as a first point of contact on behalf of Unit Chief or his/her designate in liaison with LSU clients both Civilian and Military components. Bring sensitive and urgent issues to the attention of the Unit Chief or his/her designate. Takes full responsibility for time management and scheduling of LAs activities in liaison with Military components' Point of Contacts (POC) as required, effectively prioritizes and resolves related conflicts and competing demands. Research, compiles background materials for use in preparation of reports, briefs, presentation from a variety of sources, summarizing and presenting conclusions for review by Unit Chief. In consultation with LSU Chief, coordinate the placement of Language Assistants according to the operational requirements within the different cells. Manage, update and further develop various internal databases such as weekly, monthly activities, etc. generate a variety of standard and non-standard statistical and other reports from various databases and update website. Independently handle a wide range of complex requests and inquiries; respond, draft responses, to a diverse range of correspondence and other communications. Prepares processes and classifies confidential information. Establishes/improves administrative procedures and systems to ensure smooth functioning of the office systems. Keep staff informed by conveying directives, reports, status updates and other relevant information. Oversees work of office LAs, establish priorities and deadlines, assigns work and reviews outputs upon completion, trains office support staff in administrative, protocol and other relevant procedures. Handle a wide range of administrative duties (e.g. processes of leave and attendance records, timesheets, work-orders, supply requisition etc.). Exercise quality-control function for all outgoing documents, proofread translations and edit texts to adhere to the format, grammar, punctuation and style and update/improve LSU filing system (electronic) as required. Coordinate training in liaison with training coordinator. Schedule, organize, and coordinate the delivery of training courses for LSU staff under his/her jurisdiction in consultation with LSU Chief. Perform other official duties as assigned.

Competencies

Professionalism: Knowledge of administrative work. Ability to manage difficult challenges. 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. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (07) years progressively responsible experience in the field of Administrative Services or other related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level university degree or higher. Experience in computer database management (Word, Excel, Power Point, Outlook, etc.) is required. Experience of interaction with senior level personnel and handling difficult and challenging issues is desirable. Experience in research, compiling background materials for use in preparation of reports, briefs, presentation from a variety of sources, summarizing and presenting conclusions is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both English and French is required. Knowledge of another official United Nations language is an advantage.

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, 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.

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Added 23 days ago - Updated 8 hours ago - Source: careers.un.org