Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Department of Global Communications
Duty Station: BEIRUT
Posting Period: 17 March 2021 - 31 March 2021
Job Opening Number: 21-Administration-DGC-150892-R-Beirut (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This post is located within the UN Information Centre (UNIC), of the Information Centres Service (ICS), in the Strategic Communication’s Division (SCD) within the Department of Global Communications (DGC), located in Beirut, Lebanon. The incumbent is under the general supervision of an Associate Finance Officer in ICS/SCD/DGC and the overall supervision of an Administrative Officer in the Executive Office, DGC.

Responsibilities

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

Budget and Finance
•Monitors status of expenditures and allotments through Umoja and shares relevant reports, as required.
•Reviews status of relevant expenditures and compares with approved budget.
•Liaises with UNIC Offices regarding procurement needs.
•Raises requisitions for goods and services on behalf of UNIC Offices, ensuring accuracy of documentation and approval.
•Ensures correct objects of expenditure are charged and funds are available.
•Takes responsibility for all aspects of the Source to Acquire process, including raising procurement document, confirming receipt of goods or services, and submitting for payment.
•Provides advice to UNIC Offices regarding transactional arrangements and other administrative rules.

Human Resources Management
•Provides advice and guidance to UNIC staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
•Supports internship selection process, including collecting documentation, liaising with Executive Office, submission of PHPs to UNIC Offices and determining eligibility.

General Administration
•Provides back-up administrative support to local UNIC Office.
•Drafts routine correspondence relating to administrative matters to UNIC Offices.
•Maintains files of rules, regulations, administrative instructions, workflows and other related documentation.
•Maintains up-to-date work unit files (both paper and electronic). Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Performs other related administrative duties, as required, e.g., maintaining Real Estate and Asset data in Umoja, data collection for analysis of UNIC operations, monitoring accounts and payment to vendors and individual contractors for services .

Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors .
•In partnership with UNIC Offices, audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
•Processes the payment of contractors' invoices and monitor payments

Competencies

•Professionalism:Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various administrative, financial and human resources rules and regulations of the United Nations or similar international organization. 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: 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 tim 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 five years of experience in administrative services, finance, accounting, audit, human resources, or related area, is required.
Hands-on experience with an Enterprise Resource Planning (ERP) system, such as Umoja, is required.
Experience in processing acquisitions of goods and services and payment processing using an ERP system is required.
Experience in the use of Key Performance Indicators (KPIs) and Business Intelligence (BI) tools in an ERP systems environment is desirable.
Experience in providing support to globally dispersed clients is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Arabic are required. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited 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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply.

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.

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