Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, FS5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Mission in the Republic of South Sudan
Duty Station: Juba
Posting Period: 12 September 2022 - 26 September 2022
Job Opening Number: 22-Administration-UNMISS-188490-F- (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

This position is located within the Civil Affairs Division of the United Nations Mission in South Sudan (UNMISS), Juba. Juba classified in the "E" category and as a non-family duty station. The Administrative Assistant will report to the Director of Civil Affairs' to whom she/he will provide support in effectively and efficiently managing all administrative and related matters.

Responsibilities

Within delegated authority, the Administrative Assistant will carry out the following duties:
Human Resources Management:
- Coordinates actions with respect to transactions related to the administration of the section's/office's human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Liaises with the relevant administrative and human resources offices as required.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
- Advises staff on visa matters and other relevant rules and regulations, coordinates the induction and orientation of new staff members in the section/office.
- Provides advice and answers queries on classification procedures and processes.
- Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
- Monitors section's/office's staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.
Budget and Finance:
- Provides expert assistance and coordination in the preparation and development of the section's/office's work plan and budget.
- Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocation of resources and implement the reallocation as necessary.
- Collects data from relevant databases and prepare customized financial reports when required.
- Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommend reallocation of fund as necessary.
- Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.
- Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
- Assists in the preparation of the year end budget performance report submissions.
- Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.
General Administration:
- Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
- Provides assistance in drafting budget agreements, and contributions for grants or other activities as appropriate.
- Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
- Coordinates extensively with service units and liaises frequently with internal team members in the mission.
- Maintains responsibility for schedules by organizing meetings and appointments; liaising with stakeholders and partners; organize meetings with relevant stakeholders on a regular or ad-hoc basis; document meeting action points and follow-up to ensure timely action.
- Manage the diary of the Director of Civil affairs , confirming appointments and sending reminders.
- Take notes at regular meetings and whenever called upon to do so.
- Draft letters, broadcasts and other administrative documents.
- Sets up, manages and maintains electronic and paper files and records; ensuring that all relevant correspondence and other documentation is appropriately filed, and followed up as necessary.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
- Documents requirements and background information used for data analysis.
- Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations).

Competencies

Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work program, human resources, database management, etc.). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit's business operations and objectives. High degree of commitment to ensure the proper use of the unit's financial resources. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.

Client Orientation - Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

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

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

At least eight (8) years of progressively responsible experience within the United Nations system, similar international organization or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required.

Two years of experience in information management and reporting. Experience working in Microsoft Office Word, Excel and PowerPoint are required.

Two-year experience and exposure at the international level in post-conflict environment is desirable.

Previous experience working in the front office of a senior public official is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants will receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.

Sorry, this job opening is no longer available.
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