ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is located within the Office of the Chief of Section, Service Delivery and Supply Chain Management in the United Nations Support Mission in Libya. This position is located in Tripoli, Libya. Tripoli is classified as a Hardship duty station (E). The incumbent will be under the overall supervision of the Chief of Section, Service Delivery and Supply Chain Management (SD/SCM). ResponsibilitiesWithin delegated authority, the incumbent will perform the following duties: HUMAN RESOURCES MANAGEMENT • Enters and maintains administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Maintains and reviews organizational staffing tables. • Follows-up on actions related to the administration of the unit’s human resource activities under the SD/SCM pillar, e.g., recruitment and training etc., ensuring consistency in the application of regulations and procedures. BUDGET AND FINANCE • Monitors status of expenditures and allotments. • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. GENERAL ADMINISTRATION • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Performs other related administrative duties, as required, e.g., operational travel programme; coordinating administrative arrangements for conferences and regular routine meetings; collecting data and preparing reports. CONTRACT ADMINISTRATION • Coordinate with technical Sections regarding their established contracts and the contractors' performance and their compliance with each contract obligation and report to the Chief of Section, SDSCM for consideration. • Consolidate all payment of contractors' invoices for the Chief of Section, SDSCM consideration and monitor the payments in close coordination with Acquisition Management Team. • Prepares and processes UN forms and permissions for contractual work and services, including UN grounds passes. • 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 & Organizing: Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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. • Teamwork : 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. EducationHigh school or equivalent diploma is required. Job - Specific QualificationNot available. Work ExperienceA minimum of three (3) years of progressively responsible experience in the field of administrative services, finance, accounting, audit, contracting and human resources or related area is required. A minimum of two (2) years of experience managing front offices supporting senior management positions is required. Experience in developing online database archives, task tracking sheets, and drafting formal communications is required. Experience working in a United Nations common system or similar international organization or nongovernmental organization is desirable. Advanced proficiency in Microsoft Windows tools, particularly in creating PowerPoint presentations and Access reports is desirable. LanguagesFrench and English are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice• This position is temporarily available. 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. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • 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 ConsiderationsAccording 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 FeeTHE 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.