Administrative Assistant
Provide administrative support and manage resources effectively.
This opening expired 1 year ago.
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Overview
Provide administrative support and manage resources effectively.
You have:
- 5 years of combined experience in the fields of administration, finance and budget, human resources, and contract management is required.
- Solid computer skills, including full proficiency in various MS Office applications (excel, word, power point) is required.
- Knowledge of Enterprise Resource Planning / SAP / UMOJA is desirable.
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.
This position is located within the Movement Control Section of the United Nations Mission in South Sudan (UNMISS). The Administrative Assistant will be based in Juba, South Sudan. Juba is classified as an “E” hardship duty station and a non-family duty station. The incumbent reports to the Chief, Movement Management Unit.
Under the direct supervision of Chief, Movcon Management Unit, the UN Volunteer will undertake the following tasks:
Human Resources Management: • Maintain attendance database for all Movcon Staff, International, National and UNVs, to include marking daily attendance, track absentees, timely information to HR on long term absentees, follow up each case to ensure absence is covered subsequently by staff members. • Provide clerical support on actions related to the administration of the unit's human resource activities. • Maintain and monitor the section’s staffing table and prepare relevant statistical data and charts as required.
Budget and Finance: • Assist in the payment of contractor’s invoices. • Monitor and maintain the integrity of various financial databases and verify accuracy of input data, ensuring consistency of data recorded.
Contract Management: • Maintain databases for all Movcon contracts related to the entire contract life cycle. • Ensure timely completion of Contractor Performance Reports, manual as well as UNGSC electronic database. • Prepare draft minutes for all Contractor Performance Meetings, get approval and dissemination to all.
General Administration: • Ensure as the focal point, timely archiving of all invoices and payment related documents including manual and electronic formats. • Draft routine correspondence related to the activities of the units. • Schedule meetings and appointments, maintain files of administrative instructions and other rules and regulations. • Perform other duties as required.
• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management
• 5 years of combined experience in the fields of administration, finance and budget, human resources, and contract management is required.
• Solid computer skills, including full proficiency in various MS Office applications (excel, word, power point) is required.
• Knowledge of Enterprise Resource Planning / SAP/ UMOJA is desirable.
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.
Potential interview questions
| Can you describe a situation where you had to manage conflicting priorities in your work? | This question assesses your ability to prioritize and manage time effectively in a high-pressure environment. | Provide a relevant example that demonstrates your organizational skills and ability to stay focused on priorities. |
| Tell me about a time when you had to handle confidential information. How did you ensure its security? | Interviewers want to see your understanding of confidentiality and data protection in your administrative duties. | Pro members can see the explanation. |
| How do you ensure accuracy in financial data entry or budget reporting? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe an experience where you had to coordinate between different departments or teams. What challenges did you face? | Pro members can see the explanation. | Pro members can see the explanation. |
| What methods do you utilize to keep your tasks organized and ensure deadlines are met? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 year ago
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Updated 1 year ago
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Source:
unv.org
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