Org. Setting and Reporting

This position is located with the Political Affairs Division in the United Nations Mission in South Sudan (UNMISS) with duty station Juba. Juba is classified E category and a non-family duty station. The Administrative Assistant will work under the direct supervision of the Chief of Political Affairs Division (PAD).

Responsibilities

Within the limits of delegated authority, the Administrative Assistant will be responsible for performing the following duties: General Administration Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants. Coordinate extensively with service units and liaise frequently with internal team members both at the Headquarters and in the field. 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 forums, conferences and official visits. In coordination with the Reporting Team, conduct regular reviews of the document filing in the Division’s SharePoint; update the Division’s SharePoint landing page; and other work related to the maintenance of the SharePoint, as required. Contributes to the creation and maintenance of PAD databases. Prepares data sets upon request; responds to data and information queries/requests. Perform other duties as required 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 preparation of supporting narrative and tables regarding budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly budget. Conduct data entries and other necessary tasks to support Division’s reporting responsibilities under the framework of Comprehensive Performance Assessment System (CPAS) and Result Based Budget (RBB) Review expenditures and compare with the mission approved budget; prepare adjustments as necessary. Assist in the elaboration of resource requirements for budget submission, coordinate with other finance and budget staff on related issues during the preparation of the budget report. Assist in the preparation of budget performance submissions and in the finalization of budget performance reports.

Competencies

Professionalism: In depth knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 the audience. Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and 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. 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

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 within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required. Experience in assisting the development and implementation of planning documents including RRB outputs and activities is required. Experience with Enterprise Resource Planning platforms (Umoja) is desirable. Experience in managing online information management and sharing platforms (such as MS SharePoint) is desirable. Experience within the UN Common system or other international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) 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.

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.