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Project Assistant

Tripoli (Libya)

  • Organization: UNDP - United Nations Development Programme
  • Location: Tripoli (Libya)
  • Grade: SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement - Consultancy
  • Occupational Groups:
    • Operations and Administrations
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2021-01-26

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Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Security Council Resolution 2009 established the UN Support Mission in Libya (UNSMIL) in September 2011. The UNSMIL has since commenced its support to the country's new transitional authorities in their post-conflict efforts. These range from assisting the Libyan authorities restore public security and the rule of law, promote inclusive political dialogue and national reconciliation, help the Libyans embark on the drafting of a new constitution and lay the foundation for elections. The most recent UN Security Council Resolutions 2434 and 2486 mandate UNSMIL to support the organization of elections in Libya, in full accordance with the principle of national ownership.

 

Following the revolution in 2011 that led to the overthrow of 40 years of authoritarian rule, the clashes have severely impacted both the political and economic conditions affecting the macro-stability of the country, and the lives and livelihood of the Libyan people. Since the country’s first free elections on 7 July 2012 for the General National Congress (GNC), two subsequent electoral events took place: The Constitutional Drafting Assembly election on 20 February 2014 amidst violence and boycott by some minority groups, and the election of a new legislative body, the House of Representatives (HoR) in July 2014. In addition, Libya conducted 95 municipal council elections during 2014 and 2018, as well as 22 second-generation municipal council elections in 2019.

With an overall goal of building the capacity of Libya’s transitional governance structures and facilitating citizens’ participation in political processes, this UNDP/UNSMIL joint initiative is designed to support Libya in holding municipal council elections. Through support to the Central Committee for Municipal Council Elections (CCMCE), the designated body responsible for Local Elections, the project contributes to the planning, preparation and conduct of the second generation of municipal elections. The project focuses on support to and capacity building of the CCMCE to prepare and conduct credible elections as well as supports newly elected municipal councils in their skills increase on communication with their citizens.

The second projects assistant, as part of a small administrative unit, reports together with the first  project assistant to the CTA and s/he works closely with the National Project Officer. S/he will provide support to all aspects of the project implementation, however tasks will be clearly divided between the first project assistant and the second assistant, which has a specific focus on logistic matters and support to the project activities.

 

Duties and Responsibilities

Functions:

Assist Project Administrative management, Financial management, delivery of project activities and project procurement under guidance of the National Project Assistant and CTA.

Project Administrative management

  • Provide support to international national advisors in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc).
  • Maintain records on all project personnel and local consultants and their respective status (contracts, ToRs, sick leave, vacation, etc.) in accordance with accepted policies and procedures;
  • Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
  • Draft minutes of Project Board meetings;
  • Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
  • Supports external and internal meetings (including the meetings of the Steering Committee, Technical Working Groups, among others);

Financial management

  • Prepare requests for advance of funds and/or direct payments;
  • Monitor budget expenditures and maintain a proper record of approved project;
  • Budgets and their revisions;
  • Prepare proposals for budget revisions;
  • Prepare and submit expenditure and programme budget status reports;
  • Respond to queries from the Government and UNDP with respect to financial aspects of the programme, liaise with UNDP-appointed and external auditors wherever required;
  • Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
  • Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
  • Undertake other financial and administrative tasks on an ad hoc basis.

Procurement

  • In accordance with the work plan arrange for procurement of equipment, supplies
  • and services;
  • Arrange for equipment maintenance and insurance as required;
  • Ensure that contractual processes follow the stipulated UNDP procedures;
  • Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
  • Maintain an equipment and spare inventory including verification and transfer when required.

Competencies

Strong professional and organizational skills; good interpersonal skills essential

  • Demonstrates openness to change and ability to manage complexities;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates good oral and written communication skills;
  • Demonstrates ability to manage complexities and work under pressure;
  • Experience with a UN agency/project is an asset.

Corporate Competencies

Demonstrates commitment to UNDP’s mission, vision and values.

  • Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Knowledge Management and Learning

  • Shares knowledge and experience.
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

  • Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and project implementation and reporting.
  • Ability to establish and maintain contacts with operational-level officials of the host government required. Excellent interpersonal skills are essential part of the job.

Required Skills and Experience

Education:

Secondary school certificate is required and first level University Degree in relevant fields is desirable in administration, management or other substantive area is an asset. 

Experience:

Minimum 3 years of experience in General Administration or related field including financial management and logistics;

Excellent computer skills and ability to operate under pressure;

Experience of working in Development Sector, especially UN, would be an asset.

Language Requirements:

Fluency in English and Arabic required.

Disclaimer

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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