Org. Setting and Reporting

This position is located in the Office of Chief Medical Officer 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 Chief Medical Officer, UNMISS.

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 of the medical section.
• 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.
• Update the Section’s SOPs and Annual Workplan in coordination with the CMO and other relevant stakeholders
• Drafts interoffice memos, faxes, health broadcasts and information circulars on operational requirements for approval processes.
•
• 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.
• Prepares and processes all forms and permissions for contractual and work Unit, Section 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. 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 client.

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 two 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 required.

Languages

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

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.