Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT, G5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: United Nations Mission in the Republic of South Sudan
Duty Station: BOR (JONGLI/SOUTH SUDAN)
Posting Period: 26 August 2022 - 24 September 2022
Job Opening Number: 22-Administration-UNMISS-189360-R-Bor (Jongli/South Sudan) (M)
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 in the Field Administrative Office of the United Nations Mission in South Sudan (UNMISS), Bor-Jonglei State. The incumbent will operate under the overall guidance and direct supervision of Field Administrative Officer (FAO) or his/her designate.

Responsibilities

The incumbent will be responsible for the following duties:
Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews ESS reports.

Budget and Finance
• Assists managers in the elaboration of resource requirements for budget submissions.
• On monthly basis, compile requests for LOCAL monthly salary portion from various sections for forwarding to the bank, then coordinate with the bank to ensure that payments are made on time to Staff including for Pibor and Akobo.
General Administration
• Assists in the overall administration of the mission, provides substantive and administrative support in managing priorities and workflow in the office of the OFAO and the work unit, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.
• Reads all the correspondence, both incoming and outgoing, takes the decision about priority to be given to documents and where necessary consulting the FAO. The incumbent routes and distributes routine and confidential material; maintains political, constitutional, Code Cables and general management files.
• Manages the calendar of meetings and appointments of the FAO with senior officials internal and external to the Mission, local government authorities, and senior management of the Field Office.
• Monthly MSD Report-Assist in compiling the report; Coordinate with ALL MSD sections to produce an accurate Bor MSD monthly Report.
• Maintains files of rules, regulations, administrative instructions, and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Performs other duties as assigned

Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for interpretation and contractual translation services.
•Audits the Individual contractors' attendance reports to ensure accuracy and correctness of the information provided.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• 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.

Education

First-level university degree is desirable.

Work Experience

A minimum of five years of experience in office administrative services is required.

Experience in finance, accounting, contracts, human resources or related area is desirable.

Experience in Enterprise Resource Planning Systems and Conference Management Systems is desirable.

Languages

Knowledge of local languages spoken in Jonglei State is an advantage.

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.


Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.

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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