Job Opening

Posting Title: STAFF ASSISTANT, G5
Job Code Title: STAFF ASSISTANT
Department/Office: United Nations Interim Force in Lebanon
Duty Station: NAQOURA
Posting Period: 10 January 2018 - 24 January 2018
Job Opening Number: 18-Administration-UNIFIL-91259-R-Naqoura (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located in the Language Support Unit (LSU), in Naqoura Headquarters (HQ) or Sector East HQ. The incumbent will report to Chief LSU or his/her designate.

Responsibilities

Assist in the overall administration of the Language Support Unit, i.e, provide substantive and administrative support in managing priorities and work flow of the Unit; coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out in a timely manner.

Provide assistance in compiling and analyzing basic data from a variety of sources, summarizing and presenting conclusions for review by manager.

Serve as a communications link between supervisor (Chief LSU, his/her Deputy and/or Staff Assistant GS-6) and Unit’s staff; keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the Chief LSU, his/her Deputy and/or Staff Assistant.

Provide assistance in time management , scheduling and handle a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, etc.) on behalf of Chief LSU, his/her Deputy and/or Staff Assistant with appropriate consultation as required.

Screen and prioritize all incoming correspondence. Compile relevant background documents and references; identify issues requiring the manager’s attention and refer others to relevant officer for appropriate disposition; monitor and follow-up on actions to be taken.

Researche, compile and summarize background materials for use in preparation of Unit’s reports, briefs, presentations, etc.

Handle a wide range of complex information requests and inquiries responds, or draft responses to a diverse range of correspondence and other communications.

Assist in preparing amendments to the Unit’s Standard Operations Procedures (SOP), Administrative Procedures, Guidelines, Databases and other related systems to ensure smooth functioning of the Unit.

Oversee work of junior office support staff; establish priorities and deadlines, assign work and review outputs upon completion; train office support staff in administrative, protocol and other relevant procedures when required.

Organize official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, seating arrangements, background documentation, special equipment, etc.).

Handle a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, service and supply requisitions, conference room bookings, etc.).

Exercise quality-control function for all outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style as and when required.

Manage, update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases.

Perform other duties as assigned.

Competencies

Professionalism: Knowledge of relevant UN rules, regulations, administrative procedures, policies and directives, and of inventory and control guidelines, directives and procedures. 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 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.

Work Experience

-A minimum of five (05) years of progressively responsible experience in the field of Administrative Services or other related area is required.
-Experience in computer administration and database management (including Word, Excel, Power Point, Lotus, etc.) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of French and any other UN language is desirable.

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.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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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