Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G4
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Mission in the Republic of South Sudan
Duty Station: Kuajok
Posting Period: 23 November 2021 - 22 December 2021
Job Opening Number: 21-Administration-UNMISS-168289-R- (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Field Administrative Office of the United Nations Mission in South Sudan (UNMISS), Kuajok. The incumbent will report to the Field Administrative Office, or to the designated official.

Responsibilities

Under the direct supervision of the Field Administrative Office, the incumbent will perform the following duties: (some of these functions are generic and may not necessarily be performed by the incumbent of this post).

HUMAN RESOURCES MANAGEMENT
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Processing of reports and claims
• Filing of official documents.
• Maintain calendar/schedules for the Field Office team.

BUDGET AND FINANCE

• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of statistical tables and standard financial reports.

GENERAL ADMINISTRATION
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical
space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars,
conferences and translations.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Provide support to the Field Administrative Officer on all matters related to the Organization's ERP system by performing actions in the system in the areas of travel management and requisitioning.
• Manage the calendar of meetings and appointments of the Field Administrative Officer with senior officials internal and external to the mission, local government authorities, and senior management of the Mission.
• Prepare and administer the travel programme of the Field Administrative Officer and team members of the political team, Collate folders for business trips and meetings.
• Keep others informed by conveying directives, reports, status updates and relevant information, bringing sensitive and urgent matters to the attention of the Field Administrative Officer.
• Assist in providing substantive and administrative support in managing priorities and work flow in the office of the Field Administrative Officer and the work unit.
•Provide administrative support and processes, leave requests, travel arrangements, visa applications, expense statement, telecommunications charges, conference rooms bookings,etc.
• Routing and distributing routine and confidential material; maintaining political and general management files.
• Liaising with central administration/executive services on actions with respect to transactions related to the administration of activities such as the Host country and ensuring consistency in the application of UN rules and procedures.

Competencies

• Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is an advantage.

Work Experience

A minimum of three (3) years work experience in the field of general administration, human resources management, programme/event coordination or related area is required.

Excellent computer knowledge (Microsoft office applications; Word, Excel, Power Point), Email Programme is required.

Languages

Fluency both in oral and written English is required. Knowledge of other languages spoken in South Sudan is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

POSITIONS OPEN FOR SOUTH SUDANESE NATIONALS ONLY

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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