Antecedentes

In accordance with its mandate under United Nations Security Council Resolution 2213 (2015), UNSMIL has been actively engaged in efforts to mediate a peaceful resolution to Libya's political and institutional crisis and bring an end to the armed conflict.  Consultations with a wide range of Libyan stakeholders including parliamentarians, political leaders and various civil society personalities in Libya paved the way for convening the round of UNSMIL led Libyan political dialogue commencing in Geneva in January 2015. Since January 2015, UNSMIL has launched and facilitated the Libyan dialogue process to end the political and security crisis in Libya, and has so far convened several round of talks for the principal political track in Geneva, Ghedames (Libya), and more recently in Skhirat, Morocco.

Under Libyan leadership, UNSMIL and UNDP are jointly supporting the dialogue processes based on their comparative expertise to ensure uniform decision-making and effective planning. The Project has been designed to provide a comprehensive range of governance support functions within the UN integrated framework through the Project.

Under the guidance and supervision of the Project Manager, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff and other UN agencies staff to exchange information and ensure consistent service delivery.

Deberes y responsabilidades

Summary of Key Functions:

• Implementation of operational strategies;
• Support to related travel management processes;
• Effective administrative and logistical support to events;
• Support to office maintenance and assets management.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the country office (CO) administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Provision of inputs to preparation of administrative team results-oriented work plans;
• Support to organization of procurement processes related to travel or event management.

Supports related travel management processes for the Project focusing on achievement of the following results:

• Full compliance with UNDP rules and regulations, policies and strategies on travel management;
• Liaise with the CO Travel Focal Point to obtain the most economic route and appropriate itinerary;
• Processing of purchase requisitions for events related travel in Atlas;
• Ensures availability of budget according to Chart of Account (COA);
• Provision of information to the travelers on travel including entitlements, travel route and hotel arrangement;
• Arrangements for security clearance when required;
• Processing travel authorization and travel claims in line with travel entitlements for staff, consultants and visitors, ensuring that the travel arrangements follow the UNDP rules of most direct route and most competitive prices;
• Serves as focal point for all travel of counterparts on all travel related issues;
• Processing requests for visas for all travelers;
• Coordinates airport pick-up and drop off for eligible travelers;
• Provides support to expediting of customs and immigration procedures, as necessary;
• Support with the reconciliation of settlements to be paid by the Finance Unit.

 Ensures effective administrative and logistical support to events organized by the Project, focusing on achievement of the following results:

• Participate actively in the organization of the events: rental of the venue, processing of visas, processing of Daily Subsistence Allowance (DSA), reception of participants;
• Provides administrative support to conferences, workshops, retreats;
• Processes hotel reservations for all eligible travelers and visitors;
• Arranges vehicle transportation for staff and event participants;
• Drafts a compiled the list of participants from the different stakeholders;
• Work in close collaboration with the Executive Assistant to organize events;
• Assists with shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent).

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common services;
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials.

Competencias

Core Competencies:

• Demonstrates integrity by modeling the UN’s values, ethical standards and promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates openness to change and ability to manage complexities;
• Remains calm, in control and good humored even under pressure;
• Ability to build strong relationships with clients, focuses on impact and result for the client and responds positively to feedback.

Functional Competencies:

Knowledge Management and Learning:

• Shares knowledge and experience;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
• Ability to handle multiple and large volume of tasks related to travel management and logistical support to events;
• Strong IT skills;
• Ability to provide input to business processes re-engineering, as applicable.

Leadership and Self-Management:

• Ability to work under minimal supervision and be proactive and initiative;
• Integrity, flexible approaches to work coupled with enthusiasm, commitment and energy;
• Focuses on result for the client;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm and in control; even under pressure;
• Demonstrates openness to change;
• Responds positively to feedback and differing points of view.

Communication:

• Demonstrates strong oral and written communication skills;
• Proven networking, team-building, organizational and communication skills.

Habilidades y experiencia requeridas

Education:

• Secondary education;
• Certification in business administration or public administration desirable.

Experience:

• 5 years of relevant experience in administration or programme support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems;
• Excellent organizational and planning skills;
• Knowledge and experience of administrative and record keeping;
• Knowledge of UNDP/UN Policies and Procedures is highly desirable;
• Ability to work in a multi-cultural and multi-national environment.

Language:

• Fluent in English and Arabic as well as working knowledge of French.