Administrative Assistant (Travel and Transportation) - Tripoli

Duration of Initial Contract :

Following a long period of dictatorship, Libya is undergoing a democratic transition in line with the commitments made in the August 2011 Constitutional Declaration. In July 2012 the first democratic elections in more than forty years elected an interim General National Congress. The General National Congress has passed the electoral law setting out the framework for the Constitutional Drafting Assembly election held in February 2014. This Assembly’s draft Constitution will then be put to a referendum for approval. 

 UN electoral assistance to Libya, as mandated under Security Council resolution 2040, is delivered by an integrated UN Electoral Support Team, which brings together the UN Support Mission in Libya, UNDP and IOM. The UN Electoral Support Team is headed by a Chief Electoral Advisor (CEA) and two Deputy CEAs.

Under the supervision of the Operations Manager, the Administrative Assistant, (Travel and Transportation) provides travel related services to the Electoral Team, ensuring high quality and accuracy of work in order to obtain the optimum travel services. S/he analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel. The Administrative Assistant closely monitors travel and transportation related expenditures and internal cost and ensures their timely and accurate settlement. S/he promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.

The Administrative Assistant,–(Travel and Transportation) works in close collaboration with the other members of the wider Electoral Team and UNDP CO Team to ensure consistent service delivery.

Summary of Key Functions:

Assistance to the effective and efficient functioning of the Project;Support to travel management processes;Support to transportation management processes;Support to Project assets and equipment maintenance;Implementation of sourcing strategies;Support to knowledge building and knowledge sharing;Acts as a backup to the Project Administrative and Procurement Assistant;Perform other duties as may be required.

Provides assistance to the effective and efficient functioning of the Project focusing on achievement of the following results:

Facilitate the organization of workshops, meetings and trainings;Liaise with Project Procurement Assistant in relations to provision of quotations for budget preparations for workshops/trainings;Assist Team Members with compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.Prepare simple correspondences, when needed, and performs documents filing;Process Requisitions in Atlas ensuring availability of budget according to COA. 

Supports travel management processes for the LEAP Project and at the request of other members of the wider Electoral Team focusing on achievement of the following results:

Full compliance with UNDP rules and regulations, policies and strategies on travel management;Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary;Processing of Purchase requisitions for travel in Atlas. Ensures availability of budget according to COA;Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price;Provision of information to the staff on travel including entitlements, travel route and hotel arrangement;Arrangements for security clearance when required;Processing travel authorization and travel claims in line with travel entitlements for staff, consultants and visitors, ensuring that the travel arrangement follow the UNDP rules of most direct route and most competitive prices;Hotel reservations for all eligible travelers and visitors;Processing requests for visas for all travelers;Coordinates airport pick-up and drop off for eligible travelers;Provides support to expediting of customs and immigration procedures, as necessary;Processing of application and renewal of UNLP for UNDP staff;Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP;Reconciliation of settlements to be paid by the Finance Unit. 

Ensures effective and efficient functioning of the Project’s Transportation Unit, focusing on achievement of the following results:

Coordinate the Project transportation services including supervision of Project drivers;Manage Project transport needs by office vehicle fleet: arrange transport to and from appointments and meetings, airport pickups and drop-offs;Ensure proper maintenance of vehicle fleet and control gas and parts consumption including supervision of vehicle movements;Keep up-dated the official vehicles’ records and prepare monthly reports; Certify on a monthly basis logbooks recorded by drivers in respect of Project vehicles, monitor and control performance of vehicles on basis of monthly vehicle history records;Maintain and update security/ radio lists for office and project staff;Maintain up-dated all pertinent files. 

Provides support to office equipment and assets management, focusing on achievement of the following results:

 Ensure full compliance of logistical activities with UNDP rules, regulations, policies and strategies;Ensure routine maintenance and repair of the Project assets in cooperation with the Project Procurement and Administrative Associate;Ensure proper management of office premises and - provision of related services;Provide inputs to the business processes by mapping and elaboration on internal Standard Operating Procedures (SOPs) in Transport in consultation with the direct supervisor. 

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

Assists in collection and analysis of market situation on travel and transportation service area. Participates in surveys/biddings of travel services;Assists in conduct of travel services survey; survey and analysis of most competitive hotel prices and quality of hotel services;Assist with the preparation of LTAs for travel and hotel services;Update of the rosters of suppliers.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the training for the programme, operations and projects staff on procurement and travel;Contributes to knowledge networks and communities of practice.

Impact of result:

The key results have an impact on the execution of the Project travel and transportation services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances the Project’s capability in provision of efficient and first-class support services.

Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
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;Uses information/databases/other management systems;Ability to work harmoniously with people of different cultural backgrounds.Client Orientation
Maintains effective client relationships
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.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. Education:
Secondary education. Specialized training in procurement and travel desirable.  Experience:
5 years of relevant administrative experience in the areas of administration, travel services or procurement;Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems. Language Requirements:
Fluency in English and Arabic; Knowledge of local languages (other than Arabic) desirable.Submission of Applications:

Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications who are short-listed will be contacted. 

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.

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