Background

Under the guidance and supervision of HIV Project Coordinator and the overall guidance of the Coordinator of the Sub-Regional Office in Tripoli, the HIV Project Assistant provides support to office operations performing a variety of standard administrative processes ensuring. The project assistant provides support to project operations performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The HIV Project Assistant works in close collaboration with the Operations, Programme and projects staff in the sub-regional office and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Undertake all administrative matters relating to the organization of meetings, seminars, workshops and conferences, including securing and arranging meeting venues, arranging participants’ travel, and other administrative arrangements;
• Assist the Project Coordinator in the timely preparation of relevant papers and documents for meetings, seminars, workshops and conferences, and in the finalization of related reports;
• Undertake administrative action related to the procurement of equipment and services including preparation of purchase orders, contracts for consultants, related payment requests, and monitoring and follow-up on such requests;
• Liaise with UNDP on all administrative and financial matters;
• Maintain a record of actual expenditures and assist the Project Manager in carrying out financial controls of the project including monitoring of expenditures against budget allocations, and in the preparation of financial reports;
• Assist the Project Manager in the preparation of budget revisions;
• Draft and finalize correspondence, reports and documents and ensuring correctness of style and compliance with UN procedures and standards;
• Organize both incoming and outgoing correspondence, including the establishment of a log/registry system and filing;
• Manage correspondence for priority action, notification of deadlines and acting on routine matters;
• Arrange and maintain calendar of appointments and preparing travel plans for missions;
• Answer telephone calls and directing them to national project manager as appropriate;
• Perform such other tasks as may be assigned by the Project Manager.

Competencies

• Analyzes general information and selects materials in support of partnership building initiatives.

• Researches best practices and poses new, more effective ways of doing things.

• Understands the main processes and methods of work regarding to the position.
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
• Demonstrates good knowledge of information technology and applies it in work assignments.

• Demonstrates ability to identify problems and proposes solutions.

• Uses information/databases/other management systems.

• Reports to internal and external clients in a timely and appropriate fashion.
• Organizes and prioritizes work schedule to meet client needs and deadlines.
• Responds to client needs promptly.

• Gathers and disseminates information on best practice in accountability and results-based management systems.

• Demonstrating/safeguarding ethics and integrity.
• Demonstrate corporate knowledge and sound judgment.
• Self-development, initiative-taking.
• Acting as a team player and facilitating team work.
• Facilitating and encouraging open communication in the team, communicating effectively.
• Creating synergies through self-control.
• Managing conflict.
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and Knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making.

Required Skills and Experience

Education:

• Diploma or equivalent in Management, Business Administration or Social Science or related field.:

Experience:

• 1 to 3 years of relevant working experience.
• Working experience as project assistant is an asset.
• Prior experience in working with the United Nations including familiarity with administrative and financial rules and procedures would be an asset.
• Excellent organization skills, ability to work independently, accurately and meticulously and to deliver efficient quality outputs.
• Ability to manage large volumes of work under time pressure is essential.
• Excellent computer skills and experience with Microsoft Office.

• English and Arabic are required.