Posting Title: ADMINISTRATIVE ASSISTANT, FS5

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/Office: United Nations Mission in the Republic of South Sudan

Duty Station: Malakal

Posting Period: 01 August 2023 – 15 August 2023

Job Opening Number: 23-Administration-UNMISS-214983-F- (M)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThis position is located in the Office of the Field Administrative Office of the United Nations Mission in South Sudan (UNMISS). The incumbent will report directly to the Field Administrative Officer. The position is based in Malakal. Malakal is classified as an “E” duty station and is a non-family duty station.

Responsibilities

Within delegated authority, and under the guidance and direction of the Field Administrative Officer (FAO), Malakal, the Administrative Assistant will carry out the following duties:

•  Support to the Office of the Field Administrative Officer (OFAO)
•  Provides support to the Office of the Field Administrative Officer on all matters related to the Organization’s ERP system (Umoja) by performing actions in the system in the areas of human resources management, budget and finance, travel management and requisitioning. Conducting analyses in the system, monitoring compliance of administrative processes, business performance reporting, and reviewing procedures for streamlining.
•  Manage the overall administration of the FAO’s Front Office, provides substantive and administrative support in managing priorities and workflow in the office of the FAO and the work unit, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.
•  Manages the calendar of meetings and appointments of the FAO with senior officials internal and external to the Field Office, local government authorities, and senior management of the Mission.
•  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, drafts and distributes routine and confidential material; maintains political, general management files. Reviews all documents submitted to FAO for language, style and format and general compliance with UN correspondence standards.
•  Prepares and administers the FAO’s travel programme, collects folder for business trips and meetings. Keeps others informed by conveying directives, reports, status updates and relevant information, brings sensitive and urgent matters to the attention of the FAO.
•  Handles a wide range of administrative duties and processes, leave requests, attendance records, timesheets, travel arrangements, visa applications, expense statement, telecommunications charges, Equipment purchase, service and supply requisitions, conference rooms bookings etc.
•  Liaises with various offices on actions with respect to transactions related to the administration of the Office’s human resources activities such as recruitment, time management, staff development, induction and orientation of new staff members etc.
•  Provides support to the field office Welfare Committee, plan, coordinate with other sections and support all the welfare activities and assist in the financial reports.
•  Assists Office of the FAO officers in the elaboration of resources requirements for budgeting purposes.
•  Assists in providing inputs for the finalization of a variety of financial as well as other performance reports.
•  Serves as communications link between supervisor and staff on behalf of supervisor.
•  Performs other duties as assigned

CompetenciesProfessionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Experience in communicating with senior officials and handling confidential information. Extensive knowledge, regarding the application of financial, and staff regulations and rules. 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. 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. 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; tailored language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed

EducationHigh school diploma or equivalent is required.

Job – Specific QualificationTechnical or vocational certificate in administrative services, business administration or personnel management is desirable.

Work ExperienceAt least eight (8) years of progressively responsible experience in the field of administrative services, human resources, or other related fields, of which at least five should be within a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programmes) – or in a similar international organization or non- governmental organization is required. Experience working with ERP applications (e.g., Umoja) is required. Experience in communicating with high-level officials in international organizations, permanent representations and national governments is desirable. Thorough knowledge of United Nations rules, regulations and procedures is desirable. Excellent drafting experience including preparing summary and analytical reports is desirable

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

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

Special NoticeThis “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants 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. 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 ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. 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 FeeTHE 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.