Administrative Assistant

Volunteering Admin Human Resources Finance & Economy

Overview

Provide essential administrative support for transport operations.

You have:

• A minimum of 5 years of experience in activities related to administration, finance, travel, or training within an international organization or a national setting is required.
• Advanced computer skills required, including proficiency in MS Office applications (Word, Excel, PowerPoint, etc.), IT tools, and office technology equipment.
• Understanding of principles and practices related to administration and human resources, correspondence, report preparation, and modern office procedures is required.
• Sound security awareness.
• Excellent oral and written skills; excellent drafting and reporting skills.
• Ability to work professionally and effectively in a challenging environment.
• Ability to work in a multicultural team of international and national personnel.

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The Transport Section plays a vital role in supporting mission operations by managing and maintaining UN assets. These include a wide range of vehicles (medium and light), heavy trucks, engineering and material handling equipment, and airfield equipment. Recruiting an Administrative Assistant with advanced skills and knowledge will improve administrative efficiency, provide essential support to technical operations, and contribute significantly to achieving UNMISS's mission objectives. The position requires a strong, reliable, and capable individual who can meet the challenges of mission-critical operations.

• Draft routine correspondences to address inquiries related to administrative, financial, and personnel matters. • Receive and screen all correspondence and other documents addressed to the Chief Transport Officer’s Front Office. • Prepare Movement of Personnel Forms (MOPs), Security Clearance, and Accommodation requests for drivers, technicians, and other transport personnel traveling on duty. • Assist with the preparation of petty cash documents. • Provide support to Fleet Operations and Maintenance personnel by assisting with filing electronic claims (F10) and following up with the Regional Support Centre Entebbe (RSCE) to ensure timely processing of entitlements. • Present thoroughly researched information for financial resource planning for administrative services. • Assist in preparing the Transportation Section budget, audit reports, and other financial documentation. • Assist with planning and organizing transportation meetings and training sessions. • Provide guidance and support to Unit Chiefs in preparing the section’s budget based on training needs and staffing requirements. • Maintain files and documentation related to assigned duties and prepare reports for supervisors. • Undertake inventory management for office supplies, including stock checks, order placement, and receipt verification. • Provide regular information and briefings to staff on updates to organizational policies, rules, and regulations governing contractual relationships, terms, and conditions of service, as well as benefits and entitlements. • Perform coordination and management of posts for actions such as reviewing and validating post descriptions, creating/establishing new positions, and updating existing ones. • Manage staff attendance records. • Review relevant expenditures and compare them with the approved budget, including monitoring the training budget. • Perform any other related duties as assigned by the Chief of Section.

• Professionalism • Planning and organising • Teamwork • Communication • Accountability • Adaptability and flexibility • Creativity

A minimum of 5 years of experience in activities related to administration, finance, travel, or training within an international organization or a national setting is required. This experience should include expertise in administrative management, personnel and human resource administration, as well as financial and budgetary operations. • Advanced computer skills required, including proficiency in MS Office applications (Word, Excel, PowerPoint, etc.), IT tools, and office technology equipment. • Understanding of principles and practices related to administration and human resources, correspondence, report preparation, and modern office procedures is required. • General knowledge with program development and administration, along with knowledge of relevant methods, tools, and software, is an advantage. • Have affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable development, and the UN System. • Sound security awareness. • Excellent oral and written skills; excellent drafting and reporting skills. • Excellent interpersonal skills. • Ability to work professionally and effectively in a challenging environment. • Ability to work in a multicultural team of international and national personnel. • Self-motivated, ability to work with minimum supervision and ability to work with tight deadlines. Desirable: • Efficient task prioritization, multitasking, and file management. • Accurate work, critical thinking, and adaptability to challenges. • Handling sensitive information ethically. • Previous experience or Knowledge of the administrative rules of The International Organizations and/or peacekeeping entities.

Living conditions vary between UNMISS duty stations. Each duty station where UNMISS has a field presence has basic residential camp facilities, which includes running water and electricity. Candidates should be aware that accommodation may be austere with the possibility of water shortages and power blackouts. On arrival in Juba accommodation will be on a share basis. Ablutions will also be shared. As the accommodation situation improves single unit accommodation, with an attached ablution, should become available in all locations. Hard wall accommodation is available in Juba.

All UNMISS duty stations apart from Entebbe, Uganda are considered non - family duty stations. The security level of UNMISS duty stations is classified by the UN Department of Safety and Security (UNDSS) who will brief on arrival. A number of locations in South Sudan are prone to conflict.

Primary health care services (preventive and curative) are provided in 11 United Nations Owned Equipment (UNOE) Level-I clinics, 21 Contingent Owned Equipment (COE) Level-I clinics, 4 COE Level-II medical facilities within the mission area and the establishment of contractual agreements for Level-III and Level-IIII care outside the mission area. The 4 Level-II facilities available in Juba, Bor, Malakal and Wau, run by the Troop Contributing Countries (TCC), take referrals from the Level-I clinics and provide hospital-based care.

The climate is tropical with a rainy season in many areas, which should normally span from around April to October. Ability to live and work in difficult and harsh conditions is essential.

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org