Org. Setting and Reporting
This position is located in the Front Office of the Human Rights Division 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 Human Rights Officer in the UNMISS Human Rights Division Front Office.
Human Resources Management• Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities; • Respond to enquiries and provide information and advice to staff regarding the administrative procedures, processes and practices;•Oversee the maintenance of section vacancy announcement files and keep track of status of all current vacancy announcements; • Maintain and monitor administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.Budget and Finance• Assist in the preparation and review of financial and human resource proposals and consolidate the budget and work programme with respect to the Division•• Review expenditures and compare with the mission approved budget; • Assist in the preparation of budget performance submissions and in the finalization of budget performance reports.General AdministrationDraft, routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; • Coordinate extensively with service units and liaise frequently with internal team members • Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assist with the organization and coordination of seminars, conferences and translations.• Perform other duties as required.
•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. 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. •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. •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; keeps clients informed of progress of setbacks in projects; meets timeline for delivery of products or services to clientsPlanning and Organizing – Proven ability to plan and organize own work; Ability to handle competing demands and work under pressure of frequent and tight deadlines; Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount 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.
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 6 years of progressively responsible experience within the United Nations system or the private sector in the field of finance, accounting, human resources, audit, administrative services, or in other related fields. Experience working in the United Nations or other international organization is desirable.
English and French are the working languages of the UN Secretariat. For the post advertised, fluency in oral and written English is required.
Evaluation of qualified candidates may include an informal discussion
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, 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 or violations of international human rights law and international humanitarian law. 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.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 the inspira account-holder homepage.The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 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.