ADMINISTRATIVE ASSISTANT

Senior Admin

Overview

Provide high quality administrative and financial support to the Transport Section.

You have:

• High school or equivalent diploma is required.
• Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.
• Minimum of eight (8) years of relevant experience in the field of administrative, budgetary and finance services is required.
• Proven experience in the use of Budget Formulation Business Planning and Consolidation tool (BF BPC) and Demand Acquisition Planning tool in UMOJA is required.
• Fluency in oral and written English is required.
• Proven experience using Supply Chain Tool for Gross Demand planning in UMOJA is required.
• Experience in reviewing and processing reports in Instant Feedback System (IFS) and Contract Performance Reporting Tool (CPRT) is required.

Contract

This is a FS-5 contract. This kind of contract is known as Field Service. It usually requires 8 years of experience, depending on education. More about FS-5 contracts and their salaries.

Org. Setting and Reporting This position is located in the United Nations Mission in South Sudan (UNMISS). The Administrative Assistant, FS-5, will be based in Juba (classified as E hardship nonfamily duty station), serve in the Transport Business Management Unit of the Transport Section, and report to the Transport Business Manager/ Transport Officer in the Transport Section.

Responsibilities Under the supervision of the Transport Business Manager/ Transport Officer, the Administrative Assistant provides high quality administrative, budgetary, financial management and secretarial support to the Transport Section and ensures the effective and smooth flow of work within his/her office. As Administrative Assistant to the Transport Business Manager/ Transport Officer, the incumbent will perform the following duties:

Budget and Finance - Coordinate with field offices to compile documents related to transport section, requirements of staffing, training, official and HR travels, assistance in preparation of the work plan and draft budget proposal in the new BF BPC and DAP tool in UMOJA ensuring consistency in the application of UN rules and procedures for review and formal submission by Transport Business Manager. - Populate Transport Section’s Annual Budget Proposal for Operations and Official Travel (Non-Training) in UMOJA Budget Formulation (BPC) for review by the Transport Business Manager - Reviews and analyzes the historical consumption and statistical forecast in the newly introduced Supply Chain Planning Tool (SCPT) and assist in the formulation of the Section’s Annual Demand and Acquisition Plan (DAP) with other Units within the Section and submit the preliminary demand and acquisition plan to the Transport Business Manager to enable him to finalize the Section’s Gross Demand. - Reviews, analyzes, and assists the Transport Officer Business Unit in the finalization of the cost estimates and budget proposals, in terms of fleet assets, spare parts, PPEs, engineering equipment, workshop tools and other section requirements. - Maintains documents related to cost recovery and other activities as appropriate as well Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions. - Review and analyze status of outstanding obligations (Purchase Orders, Funds Commitments, Low Value Acquisitions), Pre-Commitments (Shopping Carts, Funds Pre-Commitments), Petty Cash, Disbursements and Expenditures - Processing of Purchase Request Form (PRF), Shopping Cart Order Form (SCOF) and Low Value Acquisitions (LVA) as per the requirements of Workshop, Fleet Management and other Stake Holders in line with the Sections Approved Budget - Processing of Service Entry Sheets (SES) for payment of invoices from Vendors for Transport External Repair and Maintenance Services under local service contracts and for monthly payment of local individual contractors (IC) - Prepare Budget Expenditure Reports and Monitoring Reports for all shopping carts, purchase orders and low value acquisitions from reports extracted in UMOJA ECC and Business Intelligence (BI) - Coordinate with Acquisition and Requisition (ANR) on processing of shopping carts, to Procurement for status of purchase orders and to MOVCON on status of tax exemptions and shopping cart and purchase. - Reviews and verifies the availability of funds for all requisitions in the section confirming that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated as required. - Maintains records and files (purchase orders, contracts, budget reports, contract copies for individual contractors, fax, SOPs, memos, MOUs, etc). General Administration - Provides expert assistance and coordination among transport section units in drafting and finalization of MOU agreements between UN agencies and UNMISS. - Review and process reports in Instant Feedback System (IFS) and Contract Performance Reporting Tool (CPRT) for various commodities and services received from purchase orders issued against local or global systems contracts. This ensures that goods and services delivered are as per the terms and conditions of the contract. - Prepares inter-office memorandum (IOM) to request extension or termination of local service contracts, technical evaluation reports, request for re-alignment of funds for trainings - Liaises with the senior administrative officer in the office of DMS, human resources section UNMISS and other UN agencies as required in reference to inhouse training of staff, updates staff table to calculate fleet allocation as per SCRM and operational requirements, and monitors cost recovery services provided to contractors and UN agencies. - Data analysis on vehicle equipment, spare parts, and other relevant UMOJA reports - Providing guidance on available local, regional and global system contracts for various requirements in the Section - Providing classroom and one-to-one training and technical guidance to users in resolving transactional issues in the module in UMOJA Services Delivery and Cost Recovery as Mission Local Process Expert-Trainer. - Drafting outgoing fax for Section nominations to trainings initiated by UNGSC, deployment of various ground transport assets strategic reserve to UNGSC-SDS, and to other entity and missions for intermission transfer of spare parts, tools and assets. Human Resources Management - Coordination and actions with respect to transactions related to the administration of the TPT section’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of International and National Transport Staff including UNV’s, working in state / remote locations of South Sudan through Transport Section at Juba HQ. - Provides information and advice to International and National staff, UNVs and ICs with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations and liaise with the relevant administrative and human resources offices as required. - Prepares inter-office memorandum (IOM) for request for recruitment and extension of local individual contractors. - Review and assist in development annual training requirements with all Unit Chiefs in the Section to be submitted to IMTC for inclusion in the mission’s budget proposal for training requirements - Maintains records of the performance evaluation status of the unit for the supervised staff. - Verifies the implementation of the approved training for the financial year – coordination with UNGSC, IMTC and Budget & Finance regarding syllabus, schedule and funds availability. And provide guidance and assistance to staff members nominated for the trainings (i.e. filling relevant forms, filing official business leave and travel request in UMOJA, visa application process if required, etc). - Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations) - Performs any other duties as may be assigned

Competencies Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, finance, human resources, database management, etc.). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. 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.

Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.

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 clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.

Job - Specific Qualification Umoja Gross Demand Planning

UMOJA Local Process Expert Trainer in Service Delivery and Cost Recovery

UMOJA Low Value Acquisitions

UMOJA Requisitioning Overview

Work Experience Minimum of eight (8) years of relevant experience in the field of administrative, budgetary and finance services is required, preferably with Service Delivery Sections of the United Nations.

Proven experience in the use of Budget Formulation Business Planning and Consolidation tool (BF BPC) and Demand Acquisition Planning tool in UMOJA is required.

Proven experience of using Supply Chain Tool for Gross Demand planning in UMOJA is required.

Proven experience in Processing of Purchase Request Form (PRF), Shopping Cart Order Form (SCOF) and Low Value Acquisitions (LVA) tool in UMOJA is required.

Experience in reviewing and processing reports in Instant Feedback System (IFS) and Contract Performance Reporting Tool (CPRT) for various commodities and services received from purchase orders issued against various contracts is required.

Experience in administration and finance in an international environment, in particular in United Nations peacekeeping operations, is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position 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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: careers.un.org