ADMINISTRATIVE ASSISTANT

Senior Admin

Overview

Provide administrative support to the Director of Mission Support.

You have:

• High school or equivalent diploma is required.
• Technical or vocational certificate in administrative services, business administration or personnel management is desirable.
• At least 8 years of progressively responsible experience in the field of administrative services, human resources.
• At least two years’ relevant experience in an Executive Office or front office of a senior official of a UN System Office.
• Experience in communicating with high-level officials in international organizations is desirable.
• Experience working in a restricted security environment in a conflict or post-conflict setting is desirable.
• Experience working with ERP applications (i.e. Umoja) is desirable.
• Thorough knowledge of United Nations rules, regulations and procedures is desirable.
• Fluency in oral and written in English 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 within the Office of the Director of Mission Support of the United Nations Mission in South Sudan (UNMISS). The incumbent will report directly to the Director of Mission Support. The position is based in Juba, South Sudan. Juba is classified as an "E" duty station and is a non-family duty station.

Responsibilities Support to the Director Mission Support (DMS)

• Provides support to the Office of the DMS on all matters related to the Organization’s ERP system (Umoja) by performing actions in the system in the areas of human resources management, budget and finance, travel management and requisitioning. Conducting analyses in the system, monitoring compliance of administrative processes, business performance reporting, and reviewing procedures for streamlining.

• Manages the calendar of meetings and appointments of the DMS with senior officials internal and external to the Mission, local government authorities, and senior management of the Mission.

• Reads all the correspondence, both incoming and outgoing, takes the decision about priority to be given to documents and where necessary consulting the DMS. The incumbent routes and distributes routine and confidential material; maintains political, constitutional, Code Cables and general management files.

• Prepares and administers the DMS's travel programme, collects folder for business trips and meetings. Keeps others informed by conveying directives, reports, status updates and relevant information, brings sensitive and urgent matters to the attention of the DMS.

• Assists in the overall administration of the mission, provides substantive and administrative support in managing priorities and work flow in the office of the DMS and the work unit, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions.

• Handles a wide range of administrative duties and processes, leave requests, attendance records, timesheets, travel arrangements, visa applications, expense statement, telecommunications charges, Equipment purchase, service and supply requisitions, conference rooms bookings, etc

• Serve as communications link between supervisor and senior staff on behalf of supervisor

• Performs other duties as assigned

Human Resources

• Liaises with central administration/ executive services on actions with respect to transactions related to the administration of the office’s human resource activities, e.g., recruitment, placement, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

• Coordinates the induction and orientation of new staff members in the DMS's Office.

Budget and Finance

• Assists managers in the elaboration of resource requirements for budget submissions.

• Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

  Competencies Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Experience in communicating with senior officials and handling confidential information. 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.

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 audience; demonstrates openness in sharing information and keeping people informed

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

Work Experience At least 8 years of progressively responsible experience in the field of administrative services, human resources, or other related fields, of which at least five should be within a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programmes) – or in a similar international organization or non-governmental organization is required.

At least two years’ relevant experience in an Executive Office and/or front office of a senior official of a United Nations System Office/Department or of an international organization is required.

Experience in communicating with high-level officials in international organizations, permanent representations and national governments is desirable.

Experience working in a restricted security environment in a conflict or post-conflict setting is desirable.

Experience working with ERP applications (i.e Umoja) is desirable.

Thorough knowledge of United Nations rules, regulations and procedures is desirable.

Languages French and English are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written in English is required.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice - This position is temporarily available until 30 June 2022. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

  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