Administrative Assistant (LICA-4)

Beirut, Lebanon
Apply by 18 May 2018
Entry-level , Short-term contract assignment
Posted on 18 April 2018

Job Description

Background Information - Job-specific

Background Information – UNMAS

Established in 1997 by the General Assembly, the United Nations Mine Action Service (UNMAS) serves as the United Nations focal point for mine action and supports its vision of ‘a world free of the threat of landmines and inexploded ordnance, where individuals and communities live in a safe environment conducive to development, and where survivors are fully integrated into their societies.’

UNMAS coordinates and collaborates with fourteen UN departments, agencies, programmes and funds to ensure an effective, proactive and coordinated response to the problems of landmines and explosive remnants of war.

UNMAS establishes, manages and provides strategic direction to mine action coordination centres in countries and territories as part of peacekeeping operations and humanitarian emergencies or crises. In these situations, UNMAS may plan and carry out mine action projects, support and coordinate the work of local and international mine action service providers, and set priorities for the mine clearance, mine risk education and all other aspects of mine action.

Background Information – UNMAS Syria Response

Recognizing the magnitude of the humanitarian crisis in Syria, the systemic gaps in coordination, and following the adoption of resolutions 2139, 2165 and 2191 by the United Nations Security Council, humanitarian actors operating inside Syria from Damascus and neighbouring countries launched the Whole of Syria (WOS) approach to develop a principled, predictable and coherent response to prioritized humanitarian needs.

UNMAS deployed to Gaziantep at the request of the Deputy Regional Humanitarian Coordinator in August 2015 and subsequently activated the Mine Action Sub Cluster under the Protection Cluster to address the impact of explosive hazards within Syria. UNMAS is the lead agency for the Mine Action Sub Cluster for WOS, and its offices in Beirut, Amman and Gaziantep work in support of the mine action response within Syria.

UNMAS provides leadership of the sector, working to reach affected civilian populations through the expansion and provision of mine action services inside Syria, strengthening participatory approaches to programming, and mainstreaming risk education into wider humanitarian activities. Given the limited access that international mine action actors have inside Syria and the reliance on national actors to identify issues and deliver mine action responses, coordination and capacity building of Syrian NGOs and civil society on protection has been identified as one of the priorities.

Under the supervision of the Support Services Officer, the Administrative Assistant’s functional responsibilities include, but are not limited to the following:

Summary of Key Functions:

Travel

  • Provide logistics support in organizing high level meetings, conferences, workshops and retreats
  • Book flight as required
  • Prepare and/or review travel authorization and ensure that travel claims are fully documented
  • Process travel Expense claims and other travel entitlements such DSA, terminal expenses etc. for staff, consultants, meeting participants and other official travelers
  • Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas
  • Register each activity on the Travel Register in accordance with Standard Operating Procedures (SOP)

Human Resources

  • Monitor personnel absence
  • Facilitate personnel ID issuance and/or renewal
  • Ease the induction of new personnel
  • Initiate personnel separation in line with UNOPS policies.
  • Ensure timely payroll of the personnel
  • Assist in the preparation of Vacancy Announcements, interviews as and when needed
  • Ensure timely receipt of signed contract and other personnel documents for HR records
  • Initiate contract request in OneUNOPS

Procurement

  • Ensure that the requisitions are processed in due time;
  • Gather information for procurement process below $5,000 in line with procurement rules and guidelines.
  • Ensure that all transactions are registered in the Procurement tracking sheets.
  • Support the organization of procurement processes including preparation of RFQs, ITBs, receipt of quotations, bids and proposal

Finance

  • Maintain filing system including hard/soft records for easy reference and retrieval Closure/archiving of all files and final reports on systematic basis;
  • Process travel expenses according to established procedures and practice

Administration

  • Provide inputs in support to business processes mapping and implementation as well as the standard operating procedures (SOPs)
  • Support with protocol matters, obtaining Note Verbal, and coordination with local authorities on support matters
  • Assist on routine administrative and process problems, referring complex issues to supervisor with recommendations for course of action;
  • Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate;
  • Draft minutes, when required, and follow up as needed;
  • Prepare standard replies to queries, advice, statistics etc., seeking critical input from all parties concerned;
  • Prepare reports, charts, graphs and tables, applying skills in use of technology and information system in the organization, accuracy and compliance with UNOPS format and style;
  • Prepare briefing materials as required for mission travel and/or discussion on programme activities and status;
  • Receive shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), arrangements for shipments.
  • Prepare all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
  • Ensure that consumables are available and
  • Perform any other duties as required.

Education and Relevant Years of Experience:

  • A First Level University Degree (Bachelor’s or equivalent) in project management, public administration, business administration or related field with a minimum of one (1) year of relevant experience or
  • Secondary school (high school or equivalent) with a minimum of five (5) years of relevant experience is required
Work Experience:
  • Relevant experience is defined as experience in the areas of administration or general operations
  • Experience in personnel contract administration, finance, travel management or procurement is desired
  • Computer literacy is required
  • Experience with the use of ERP systems is desired
  • Experience with UN/UNOPS policies and procedures related to administrative, HR and financial rules is desired
Language:
  • Fluency in English (writing, speaking and reading) is required
  • Fluency in Arabic (writing, speaking and reading) is required
  • Knowledge of another UN official language is desired.
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

About the Organization

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background Information - PSC

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners.

The Center is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

It is headed by the Center Director who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates.

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to AMISOM as part of a logistical support package. Non-lethal tactical advice and analysis is delivered by UNMAS technical advisors located in each AMISOM Sector Headquarters and at AMISOM Force Headquarters, who support AMISOM planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor.

Additional Considerations

  • This is a local position, therefore, only nationals of the duty station will be considered
  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: LICA-4 (ICS-4)
Contract duration: 6 months, with possibility of extension based on availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx