Org. Setting and Reporting
This position is located in the United Nations Mission in South Sudan (UNMISS). The post is located in Juba and the incumbent will report directly to the Principal Security Adviser.
Within delegated authority, and under the guidance and direction of the Principal Security Adviser, the Administrative Assistant will carry out the following duties: General Administration:Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters; schedule meetings and appointments; Control, update and maintain the unit’s filing system, (electronic and paper), maintain files and databases of correspondence and administrative documents; Assist in the management of information by screening and responding to request for information, and through overall data management; • Identify and resolve diverse administrative issues and problems as they arise, determining the appropriate actions. • Coordinate extensively with units within the Security Section and liaise frequently with FSCOs in the Field including the AFPs;• Serves as liaison on administrative matters between the Office of the PSA/CSO, units within the Security Section and the State Security Offices;• Provide the Chief Security Officer with any support and assistance that may be required in the day-to-day discharge of his responsibilities. • Perform other related administrative duties as may be required by the PSA/CSO. Human Resource Management • Coordinate actions with respect to transactions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc. • Monitor and maintain records of human resources activities, i.e. reassignments, transfers, and staff movements; • Manage time and attendance records and leave monitoring for staff of the Chief Security Officer in coordination with the Admin and Support Unit;Budget • Provide assistance and coordination in the preparation and development of the unit’s work program and budget. • Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
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. 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 area 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.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.
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.
At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields. Experience in United Nations field operations working in a high level front office, is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English Language is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by informal interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.