JOB DESCRIPTION

Org. Setting and Reporting This position is in the Office of the Chief of Mission Support of the United Nations Interim Security Force for Abyei, duty station Abyei. The incumbent will report directly to the Chief of Mission Support (CMS) or their designate.

Responsibilities Within the delegated authority, the Administrative Assistant provides comprehensive administrative support to the Office of the CMS, ensuring efficiency and effectiveness in daily operations. – Manage and track the CMS’s daily work calendar, coordinating schedules and appointments. – Oversee the transmission, tracking, filing, and storage of documents within the Office of the CMS. – Draft routine correspondence related to administrative, financial, audit, and personnel matters. – Maintain records of administrative instructions, rules, and regulations and provide guidance to other administrative assistants. – Coordinate extensively with the front offices of the Acting Head of Mission/Force Commander (Ag. HoM/FC), members of the Mission leadership team, MSD Service/Unit Chiefs, and other stakeholders at headquarters and in the field. – Support operational travel planning for the CMS, including leave management, office space allocation, and overall operational travel program. – Identify and resolve diverse issues and problems as they arise, determining the appropriate actions. – Assist in the organization and coordination of forums, conferences, official visits, and translations. – Monitor accounts and payments to vendors and individual contractors for services. – Maintain office technology, including equipment, software, and systems. – Conduct regular reviews of document filing within the Office of the CMS and SharePoint, ensuring updates and maintenance of the landing page. – Contribute to the creation and maintenance of databases, prepare datasets as requested, and respond to data and information queries. – Initiate, review, process, and follow up on human resource-related actions for the unit. – Respond to staff inquiries regarding administrative procedures, policies, and practices. – Maintain and track vacancy announcement files and monitor the status of ongoing recruitment processes. – Oversee administrative records, including time and attendance tracking and performance appraisals in electronic systems. – Assist in preparing budget cost estimates and coordinate with other sections to ensure alignment. – Review expenditures against the approved budget, prepare adjustments, and support the elaboration of resource requirements for budget submissions. – Assist in budget performance reporting and financial analysis. – Perform other related administrative duties as required, ensuring smooth functioning of the Office of the CMS.

Competencies Professionalism – Strong organizational and coordination skills, with the ability to manage multiple tasks efficiently, anticipate the needs of the office, and resolve issues proactively. Possession of sound knowledge of administrative procedures, human resources, financial management, and UN systems, enabling them to support the office effectively across a range of operational and administrative functions. Ability to manage processes, maintain accurate records, interpret/analyse 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. 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.

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 required.

Work Experience 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 is required Previous work in a front office is required. Strong drafting skills in English is required. Experience in international operations in post-conflict environment is desirable. Experience within the United Nations Common System or other comparable international organizations is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level II

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice • This position is temporarily available for a period of 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.