Org. Setting and Reporting

The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (RCO), Tripoli, Libya and reports to the Senior Development Coordination Officer, Strategic Planning and Head of RCO.

Key Duties and Responsibilities:

Within delegated authority, the Executive Associate will be responsible for the following duties: 1. HUMAN RESOURCES MANAGEMENT: · Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. · Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. · Monitors staffing table and prepare relevant statistical data/charts. 2. CONTRACT ADMINISTRATION: · Assists with administration of contracts between the UN and external contractors for outsourced services in support of the Administrative Assistant of RCO. · Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. · 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. 3. GENERAL ADMINISTRATION: · 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 and logistical duties, as required (e.g., operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). · Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. · Assists with translation, visualizations and updating information material such as web pages or brochures. · Ensures effective and efficient functioning of the RCO, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. · Supports the RC and RCO staff’s missions, including ticket, accommodation, approval on UMOJA system, security clearance on system, official communication to relevant stakeholders, etc. · Acts as an alternate to the Personal Assistant to the DSRSG/RC/HC and the Administrative Assistant of the RCO when required to support RCO in day-to-day administrative tasks as required. · Performs other duties as assigned.

Education

Completion of High school diploma or equivalent is required. Relevant first-level university degree may be accepted in lieu of two years of required experience.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is required. Work experience with coordinating multiple UN Agencies, Funds and Programmes is desirable Work experience with a Front Office is desirable. One(1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English and Arabic is required. Knowledge of another official United Nations language is an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas