Administrative Assistant

Volunteering Admin Human Resources Finance & Economy

Overview

Provide administrative support and coordination for transportation operations

You have:

• Experience in activities related to Administration, Finance, Travel or Training in an International Organization or National setting is required.
• Solid Computer Skills required including proficiency in MS Office applications (Word, Excel, Power Point etc).
• Knowledge of principles and practices of Administration and Human Resources is required.
• Excellent oral and written communication skills.
• Ability to work in a challenging environment and in a multicultural team.
• Self-motivated with the ability to work with minimum supervision and meet tight deadlines.

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.

UNMISS was established in 2011 under the auspices of the UN Department of Peacekeeping Operations (DPKO); subsequently, UNMISS mandate has been renewed through resolutions 2057 (2012), 2109 (2013), 2155 (2014), 2187 (2014), 2223 (2015), 2241 (Dec. 2015), 2304 (2016) and 2327 (2016), 2392 (Dec. 2017), 2406 (Mar. 2018), 2459 (Mar. 2019), 2514 (Mar. 2020), 2567 (Mar. 2021), 2625 (Mar. 2022).

• Draft routine correspondences to respond to inquiries in respect to relevant administrative, financial and personnel matters. • Receive and screen all correspondence and other documents addressed to the Chief Transport Officer Front Office. • Prepare Movement of Personnel Forms (MOPs), Security Clearance and Accommodation re-quests for Drivers, Technicians and other transport personnel travelling on duty. • Assist with preparing petty cash documents. • Assist with planning and organizing Transportation meetings and training sessions. • Support Fleet Operations and Maintenance personnel with filling their electronic claims (F10) and following up with the Regional Support Centre Entebbe (RSCE) to ensure that personnel receive their entitlements. • Maintain files and documentation related to assigned duties and preparing reports for supervisors. • Provide regular information and briefings to staff on amendments and updates to the Organization’s 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 including reviewing and validating of Post Descriptions, creation/establishment of new positions and update of existing positions. • Present thoroughly researched information for planning of financial resources for administrative services. • Assist in the preparation of the Transportation Section budget, audit, and other reports. • Maintain office supplies; undertake inventory of stock; placing orders and verifying receipt. • Provide guidance and support to Unit Chiefs in the preparation of the Sections budget based on training needs and staffing requirements. • Review the status of relevant expenditures and compare them with the approved budget i.e., training budget. • Staff attendance Management. • Perform any other related duties as may be assigned by the Supervisor.

• Accountability • Teamwork • Creativity • Communication • Planning and organising • Integrity and Professionalism • Self-management • Commitment to continuous learning • Flexibility, adaptability, and ability and willingness to operate independently • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

activities related to Administration, Finance, Travel or Training in an International Organization or National setting is required.

• Solid Computer Skills required including, proficiency in various MS Office applications (Word, Excel, Power Point etc) and other IT applications and office technology equipment. • Knowledge of principles and practices of Administration and Human Resources, Principles of Business letter writing and basic report preparation, Modern Office procedures is required. • General knowledge of methods and equipment including computers and supporting software applications, principles and practices of program development and administration is an added asset. • 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.

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.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: unv.org