Org. Setting and Reporting

This position is located within Office of the Field Administrative Officer (FAO), of the United Nations Mission in South Sudan (UNMISS), Kuajok. The incumbent will report to the FAO Kuajok.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Process entitlements-related claims for UNV/UNPOL/MLOs in Umoja. • Raise Time and attendance report for UNVs. • Maintains and reviews organizational staffing tables; prints and reviews IMIS reports. • Follows-up on actions related to the administration of the unit’s human resource activities, e.g., IC recruitment, ensuring consistency in the application of regulations and procedures. • Create Shopping cart and SES for ICs in Umoja. BUDGET AND FINANCE • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged. • Consolidate KCB mobile teller list monthly and send to KCB for staff salaries. • Receives staff salaries from KCB and distribute to staff on a monthly basis GENERAL ADMINISTRATION • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • 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. • Coordinating administrative arrangements for Meetings, seminars, and conferences. • Minutes taking. • Manage Welfare related activities and Welfare finances. • Draft welfare proposals and prepare welfare financial reports. • Send out broadcast to all Kuajok staff. CONTRACT ADMINISTRATION • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Facilitates registration of contractors in the UNGM data base. • Processes payment of contractors’ invoices and monitor the payments. • Prepares and processes UN forms and permissions for contractual work and services, including UN grounds. passes, property passes, UN parking permits, swipe-card access and door keys. • Perform other duties as required by the supervisor.

Competencies

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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.

Education

High school or equivalent diploma is required.

Job – Specific Qualification

Certificate in general administration, or related field is desirable. Certificate in MS Office for Outlook, Word, Excel is desirable.

Work Experience

A minimum of three (3) years of relevant work experience in administration, general office support, accommodation and/or facilities management, or related area is required. The minimum year of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. At least one (1) years of experience in data analytics using MS Office Outlook, Word, Excel is required.

Languages

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

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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. This position is located in Kuajok. Please note that anyone selected will be required to report for duty in that location on the agreed date AND will also be expected to arrange their own accommodations, there is no UN provided accommodation. If the selected candidate is unable to report to the identified Duty Station, the contract will be considered void

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.