Administration Assistant

General

Description of assignment title: Administration Assistant

Assignment country: Libya

Duty stations: Benghazi

Work location: On UN premises

Expected start date: 12/01/2026

Duration: 12 months (with possibility of extension)

Sustainable Development Goal: 3. Good health and well-being

Host entity: WHO LBY

Modality: Onsite

Type: National

Volunteer category: Associate UCoS from Apr2026

Work schedule: Full-time

Number of Assignments: 1

Details

Mission and objectives

The World Health Organization (WHO) is the United Nations specialized agency for health, mandated to promote health, keep the world safe and serve the vulnerable. WHO works with Member States and partners to advance public health, strengthen health systems and improve access to quality health services

Context

The WHO Libya Country Office provides technical cooperation and support to the Ministry of Health and other national institutions to strengthen the health system, improve health outcomes and advance universal health coverage. Its work is guided by WHO’s global and regional strategic priorities and aligned with national health priorities, in collaboration with government institutions, United Nations agencies, development partners and other stakeholders.

WHO Libya’s work encompasses health systems strengthening, disease prevention and control, health emergency preparedness and response, health information, and support for vulnerable populations. The Country Office operates in a complex and evolving context that requires effective coordination, operational flexibility, accountability and close collaboration across programmes and functions.

Task description

Within the delegated authority and under the supervision of the Operations Officer or his/her designated mandated representative(s), the UNV Administration Assistant will:

GENERAL

• Receive visitors and telephone calls with tact and discretion and act according to the nature and urgency of each, including redirecting as appropriate.
• Provide background information for appointments with official visitors and/or staff members.
• Monitor requests for goods and services, including receipt, payment, and inventory requirements.

CORRESPONDENCE

• Draft general or administrative correspondence on own initiative or based on instructions; finalize correspondence/reports for signature/clearance.
• Verify that outgoing correspondence is presented in accordance with the World Health Organization (WHO ) and department styles, checking language, grammar, and accuracy prior to submitting for signature and clearance.
• Analyze incoming correspondence and requests in light of background material, instructions, policies, and precedents, researching, obtaining, and attaching background information in anticipation of the responsible officer’s needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
• Ensure that technical reports and documents comply with WHO standards, rules, practices, and procedures, editing and correcting them as necessary prior to submission for signature or clearance by the relevant authority.
• Using appropriate tracking tools, follow up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

BUDGET & FINANCE

• Assist in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
• Provide team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
• Monitor income and expenditures for planning purposes.
• Promptly follow up on financial, budgetary, and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
• Assist in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT

• In close collaboration with other support staff, create and/or maintain filing systems; continually review filing systems to ensure information is up to date and effectively and efficiently used.
• Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

MEETING ADMINISTRATION

• Arrange, coordinate, and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, cost calculations, and travel requests; assist with preparation of documents, dispatching materials, and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on own initiative or based on instructions.
• Schedule weekly team and ad hoc meetings according to schedules and needs; take and prepare minutes.
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team’s professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

TRAVEL

• Using GSM/Oracle, prepare travel requests for official WHO travel. Make flight and hotel reservations, prepare travel files, and handle other related matters as requested or on own initiative.
• Any other related tasks as may be required or assigned by the supervisor.

3. Results/expected outputs:

• As an active WHO team member, efficient, timely, responsive, client-friendly, and high-quality support is rendered to WHO and its beneficiaries in the accomplishment of his/her functions.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated, and documented in all activities throughout the assignment.
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed.

Eligibility criteria

Age

18 - 80

Required experience

1 month

Nationality

Candidate must be a national, legal resident or hold refugee status in the country of assignment.

Assignment requirements

Relevant experience

2 years

Languages

English, Level: Working knowledge, Required

Arabic, Level: Working knowledge, Required

Required education level

Secondary education

Competencies and values

• Professionalism: demonstrated understanding of operations relevant to the World Health Organization; technical capabilities or knowledge relevant or transferrable to the World Health Organization procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;
• Integrity: demonstrate the values and ethical standards of the UN and [WHO] in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;
• Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards and vision, as well as to the UN Core Values.

Skills and experience

Essential : Minimum of 5 years of work experience relevant to the position (in the secretarial/administrative field), with a secondary degree, OR 2 years of experience with a bachelor’s degree.

Desirable : Relevant administrative and financial experience in WHO or in the United Nations system (UN).

Experience in Oracle-based or other enterprise resource planning (ERP) systems.

Other Considerations

Work requires the use of word processing or other software packages, and standard office equipment.

Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems is an asset.

Work requires the use of word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; extensive use of email and scheduling software to improve communications both internally and externally; and Oracle/GSM for administrative matters.

Area(s) of expertise

Administration, Project management, programme development, strategy, Logistics, procurement, commodities

Driving license

Other information

Volunteerism is understood as a wide range of activities undertaken of free will, for the general public good, for which monetary reward is not the principal motivating factor.

Living conditions and remarks

Duty Station and Living Conditions

Tripoli, Libya, is classified as an E-hardship and non-family duty station. The assignment is based at UN premises and requires full-time on-site presence. The UN Volunteer will be integrated into the UN security framework and must comply with all applicable UN security policies and procedures. Further information on living conditions and security arrangements will be provided by UNV and WHO during onboarding.

The assignment requires flexibility, cultural awareness, resilience, and the ability to work effectively in a complex operating environment.

Contract Duration and Renewal

The initial contract will be issued upon arrival for the period indicated above. It may be extended subject to the continuation of the mandate, availability of funding, operational requirements, and satisfactory performance. However, there is no expectation of renewal.

1. Pre-assignment
   • Entry lump sum: USD 350
   • Relocation costs: $175 at beginning and end of assignment if duty station is outside of commuting distance (as determined by UNV)
2. During Assignment
   • Volunteer living allowance: USD 1101.5
   • Learning and training: Access to UNV’s learning and career development resources
   • Annual leave: 2.5 days per month
   • Insurance: Comprehensive coverage for health, life and malicious acts for the UN Volunteer and health insurance coverage for up to 3 eligible dependents. See the Conditions of Service for more details on eligibility criteria.
   • Danger and hardship differential: USD 330.44
3. End of assignment
   • Exit lump sum (paid on successful completion of assignment): $120 for each month served, paid on completion of contract

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

Scam warning

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