935 views35 applications

Administrative Assistant

Result of Service

Correspondence addressed and distributed efficiently, effectively and in a timely manner. Efficient, effective, and timely archiving of correspondence and agreements, and other official documents. Productive partnerships maintained with internal team members, clients, and client offices. Ensured client satisfaction.

Work Location

This post is located within the Office of the Supply Chain/Service Delivery Management Unit of the United Nations Mission in Libya (UNSMIL). The post is located in Tripoli, Libya. The incumbent will be under the overall supervision of the Chief of Unit, Supply Chain/Service Delivery Management.

Expected duration

The expected duration of the individual contractor service is three months.

Duties and Responsibilities

Within the limit of the delegated authority, the incumbent will be responsible of the following tasks:

• Performs a wide range of office support and administrative functions.
• Responds or drafts responses to routine correspondence and other communications; uses standard software document processing packages to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related to the unit’s/sections outputs, products, tasks, etc.
• Assists in researching, compiling and organizing information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Assists in the generation of a variety of reports, work orders, etc., using various databases.
• Assists the supervisor in reviewing documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit/section.
• Performs data entry functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work unit/section.

Qualifications/special skills

High school diploma or equivalent is required. Technical or vocational certificate in administrative services, finance, human resources, business administration is desirable.

A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or related area is required.

Solid computer skills including proficiency in word processing and spreadsheets is required.

Relevant knowledge of the United Nations Rules and Regulations is desirable.

Previous experience working in the front office of a senior official is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in English and Arabic is required.

Additional Information

The work requires sitting most of the day five days a week during working hours, and involves walking to other offices within the compound in order to liaise with other working Units and outside the compound to liaise with other UN Agencies, local authorities as and when required.

Work is carried out in a normal office environment, sharing space with other colleagues and sharing computers, printers, and photocopiers.

Due to the high volume of applications received, ONLY those applicants who are short-listed will be notified

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.