The United Nation’s Economic and Social Commission for Western Asia ESCWA in Beirut, Lebanon is seeking applications from eligible and motivated candidates for the Job post of ‘Administrative Assistant’ which would entitle with all International AMP benefits. Interested candidates can check their eligibility and apply to this job post.
Job Post: Administrative Assistant
Location: Beirut, Lebanon
Organization: ESCWA, Beirut
Last date to Apply: 16th January 2021
Also Read: Various Other Job Vacancies in Lebanon
ESCWA provides a framework for the formulation and harmonization of sectoral policies for member countries, a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA activities are coordinated with the divisions and main offices of the Headquarters of the United Nations, specialized agencies, and international and regional organizations, including the League of Arab States and its subsidiary bodies, and the Gulf Cooperation Council.
Main duties and responsibilities:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
•Assists Hiring Managers with recruitment related workflows in Inspira, the UN Secretariat’s human capital management platform.
•Assists Cluster Leader on human resources managements matters of the cluster; e.g. extension of staff appointments, time and attendance; etc. and performs a related transaction on Umoja, the UN Secretariat’s ERP system.
•Liaises with People Management Central (PMC) on the contract issuance, extension and separation of Volunteers, Consultants, Individual Contractors and Interns; and performs related transactions on Inspira, Umoja and the ESCWA applications portal.
Budget and Finance
•Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
•Prepares or customizes financial reports from IMIS system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for
services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
•May be responsible for guiding, training, and supervising the work of more junior General Service staff.
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
•Processes the payment of contractors’ invoices and monitor payments.
•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.
•High school diploma or equivalent is required.
•A university degree in business administration, public administration, management, finance, accounting, human resources, information sciences or a related area is desirable.
•At least seven years of experience in administrative services, finance, accounting, audit, human resources, programme or project administration, or related area is required.
•At least two years of experience processing transactions in an Enterprise Resource Planning System (ERP) is desirable.
•At least one year of experience in a front office is desirable.
•Familiarity with the Sustainable Development Goals and experience supporting work programmes for the attainment of the SDGs is desirable.
•Work experience in a multicultural environment in an international organization is desirable.
English and French are the working languages of the United Nations Secretariat. In addition, Arabic is a working language at ESCWA.
For this position, fluency in English is required. Fluency in Arabic is required.
Note: “Fluency” equals a rating of ‘fluent’ in all four areas (speak, read, write, and understand) and Knowledge of” equals a rating of ‘confident’ in two of the four areas.