Aug 18, United Nations Mission in the Republic of South Sudan Administrative Assistant Jobs in South Sudan

Org. Setting and Reporting

This position is located in the Office of Head of Field Office of the United Nations Mission in South Sudan (UNMISS) in Juba. The Administrative Assistant will work under the direct supervision and overall guidance of the Head of Field Office Juba.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management:

• Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement,

promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.

• Monitors staffing table and prepares relevant statistical data/charts.

Budget and Finance:

• Assists in the preparation and review of financial and human resource proposals/requirements.

• Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.

• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

• Assists the supervisor when required in the elaboration of resource requirements for budget submissions.

• Assists with the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration:

• Drafts routine correspondence to respond to inquiries in respect to relevant administrative, financial audit, personnel matters.

• Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.

• 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 seminars, conferences and translations).

• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration:

• Assists with the day-to-day administration of contracts between the section/unit and external contractors for outsourced services.

• Audits the contractors’ invoices against the goods and services provided by the contractor as and when required.

• Processes the payment of contractors’ invoices and monitor payments.

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Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

• Performs other duties, as required.

Competencies

Professionalism – Ability and experience across a broad range of administrative functions, e.g., budget/work program, human resources, database management, etc. Knowledge and application of the UN systems, staff rules and regulations. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems.

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.

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 client’s environment to keep informed and anticipate problems.

Education

High school diploma or equivalent is required

Job – Specific Qualification

Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.

Work Experience

At least six (6) years of progressively responsible experience in the field of finance, accounting, human resources, audit, administrative services or other related fields is required.

A minimum of one years of experience in field missions in conflict and post-conflict settings is required.

Experience in handling human resources, financial, and travel management systems inclusive SAP (UMOJA and PeopleSoft applications, or similar programs is desirable.

Languages

English and French are the working languages of the UN Secretariat. For the post advertised, fluency in oral and written English is required.

How to Apply

For more information and job application details, see; United Nations Mission in the Republic of South Sudan Administrative Assistant Jobs in South Sudan

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