Administrative Support

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and territories, working to ensure that every individual has the right to make informed choices about their reproductive health. The organization is committed to achieving the Sustainable Development Goals by 2030, particularly in areas related to family planning, maternal health, gender-based violence, and demographic change. UNFPA's mission is to promote the health and rights of women and young people, and it strives to create a world where everyone can lead a healthy and fulfilling life. With a diverse workforce, UNFPA emphasizes the importance of principled and ethical staff who embody international norms and standards.

Job Overview:
The Administrative Support position at UNFPA Libya Country Office is crucial for maintaining the smooth operation of the office. The role involves providing comprehensive administrative support, ensuring confidentiality in all assignments, and managing protocol procedures. The successful candidate will report directly to the International Operations Manager and will be responsible for a variety of tasks that facilitate the effective functioning of the office. This includes handling travel arrangements for personnel, assisting with procurement and logistical support, and coordinating with government entities for necessary clearances. The position requires a proactive approach to managing office operations and ensuring that all commitments and deadlines are met. The ideal candidate will be someone who can navigate a complex environment while maintaining a focus on the organization's mission and values.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Handling travel arrangements for office personnel, including visa, accommodation, and transportation logistics.
• Assisting the Finance Associate with procurement and administrative tasks related to office operations.
• Liaising with the protocol focal point to coordinate engagements with the Ministry of Foreign Affairs and other state entities for securing official clearances and permissions.
• Coordinating vehicle schedules, arranging maintenance and insurance, and monitoring vehicle logs.
• Managing office stationery supplies, including maintaining stock lists and distribution logs.
• Assisting in maintaining assets in the ERP system, including issuance and regular updates of the Asset Dashboard.
• Handling office pouch, mailing systems, and customs clearances for shipments.
• Monitoring and reporting on logistics plans and project functions.
• Assisting with vendor registration and maintaining vendor records. 1
• Acting as Alternate Petty Cash Custodian and monitoring leave for office staff. 1
• Translating and drafting documents as needed, ensuring quality filing of administrative records.

Required Qualifications:
The required qualifications for the Administrative Support position include:

• A Bachelor's Degree with at least 2 years of experience in administrative functions, or a High School certificate with a minimum of 5 years of relevant experience.
• Previous experience in a UN environment is considered an asset.
• Knowledge of protocol and strong interpersonal skills are essential.
• Proficiency in computer applications such as Word, Excel, and PowerPoint is required.
• Familiarity with ERP systems is advantageous.
• Good writing and communication skills are necessary for effective performance in this role.

Educational Background:
Candidates must possess a Bachelor's Degree in a relevant field, or a High School certificate with significant administrative experience. The educational background should reflect a strong foundation in administrative practices and organizational skills, which are critical for the successful execution of the duties associated with this position.

Experience:
The position requires a minimum of 2 years of experience in administrative functions for candidates with a Bachelor's Degree, or 5 years of experience for those with a High School certificate. Experience in a UN setting is highly desirable, as it provides familiarity with the organization's protocols and operational procedures. Candidates should demonstrate a proven track record of managing administrative tasks effectively and efficiently.

Languages:
Fluency in both written and spoken English and Arabic is mandatory for this position. Proficiency in additional languages may be considered an asset, enhancing communication capabilities within the diverse environment of UNFPA.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other benefits. UNFPA promotes a work environment that values gender equality, diversity, and integrity, and encourages applications from women and underrepresented groups. The organization is committed to ensuring gender parity and provides reasonable accommodations for applicants with disabilities. The selection process may involve background checks, medical clearance, and other administrative requirements. UNFPA does not charge any fees during the application process.