Job Opportunity at the UN in Lebanon: Administrative Assistant 2020

Deadline : 13 Jun 2020

Nonprofit organization: United Nations

Specialities: Business and marketing

Study level: Undergraduate

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Job Opportunity at the UN in Lebanon: Administrative Assistant 2020

The United Nations (UN) is offering an exceptional job opportunity as an Administrative Assistant to join the team in Beirut, Lebanon for 2020. 

Responsibilities:

Human resources management:

  1. Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities.
  2. Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
  3. Reviews entitlements-related claims and reports.
  4. Provides advice and guidance to staff with respect to administrative procedures, processes and practices.
  5. Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.

Budget and finance:

  1. Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables.
  2. Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
  3. Reviews status of relevant expenditures and compares with approved budget.
  4. Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
  5. Assists in the preparation of budget performance submissions.
  6. Prepares statistical tables and standard financial reports.

General administration:

  1. Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
  2. Manages the Regional Representative's complex agenda, liaising with internal and external parties, prioritizes various and sometimes-conflicting commitments. 
  3. Drafts routine correspondence and maintains files of rules, regulations, administrative instructions and other related documentation.
  4. Manages the planning and organization of the RR's missions and travel by providing support/assistance relating to official travel, locally and abroad, including transport/travel arrangements, visas and accommodation, in cooperation with the Travel Unit and ensuring the necessary follow-up (travel expenses, expense reports' submission on time..etc.).
  5. Maintains up-to-date work unit files (both paper and electronic).
  6. Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
  7. Organizing and coordinating administrative arrangements for seminars, conferences and translations.
  8. Performs other related administrative duties, as required.

Contract administration:

  1. Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
  2. Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
  3. Processes the payment of contractors' invoices and monitor payments.
  4. Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Competencies:

Professionalism

  1. Shows pride in work and in achievements.
  2. Demonstrates professional competence and mastery of subject matter.
  3. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
  4. Is motivated by professional rather than personal concerns.
  5. Shows persistence when faced with difficult problems or challenges.
  6. Remains calm in stressful situations.

Teamwork

  1. Works collaboratively with colleagues to achieve organizational goals.
  2. Solicits input by genuinely valuing others' ideas and expertise.
  3. Is willing to learn from others, and places team agenda before personal agenda.
  4. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
  5. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and organizing: 

  1. Develops clear goals that are consistent with agreed strategies.
  2. Identifies priority activities and assignments; adjusts priorities as required. 
  3. Allocates appropriate amount of time and resources for completing work. 
  4. Foresees risks and allows for contingencies when planning. 
  5. Monitors and adjusts plans and actions as necessary. 
  6. Uses time efficiently.

Communication

  1. Speaks and writes clearly and effectively.
  2. Listens to others, correctly interprets messages from others and responds appropriately.
  3. Asks questions to clarify, and exhibits interest in having two-way communication.
  4. Tailors language, tone, style and format to match the audience.
  5. Demonstrates openness in sharing information and keeping people informed.

Education:

High school diploma or equivalent is required.

Work Experience:

  1. Five (5) years of experience in general administrative services, human resources or related are required.
  2. Experience in working with the United Nations systems Inspira and Umoja is desirable.
  3. Experience with the United Nations' administrative system, budgetary system and financial reporting is highly desirable.
  4. Experience working in international organization is desirable.

Languages:

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

About the United Nations:

The United Nations (UN), was established in 1945, is an intergovernmental organization responsible for maintaining international peace and security, developing friendly relations among nations, achieving international cooperation, and being a center for harmonizing the actions of nations. It is the largest, most familiar, most internationally represented and most powerful intergovernmental organization in the world.

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Area: Middle East

Opportunities: Jobs

Host Country: Lebanon

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