Administrative Officer

This opening expired 11 months ago. Do not try to apply for this job.

UNMISS - United Nations Mission in the Republic of South Sudan

Open positions at UNMISS / Open positions at UN
Logo of UNMISS

Application deadline 11 months ago: Sunday 16 Apr 2023 at 00:00 UTC

Open application form

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).

Under the direct supervision of Head, Resources Management Unit, the UN Volunteer will undertake the following tasks: • Assisting in daily routine administrative issues, such as, but not limited to; drafting memoranda, faxes, letters etc, making copies, following up on the progress of document submission and approval status, maintaining filing system and conducting archiving for all units of Engineering Section; • Providing reference numbers to all incoming and outgoing correspondences; • Ensuring that all Engineering records, recruitment files, staffing tables and Organigrams are up-to-date; • Preparing and processing relevant documents for recruitments and extensions of contracts for international, national and UN Volunteers; assisting with the succession planning of retiring/checking out staff members; • Preparing regular and updated recruitment status for international, national and UN Volunteers and assisting/recommending on recruitment processes and procedures to Hiring Managers;
• Scheduling and coordinating interview related activities for staff such as UN Volunteers and national staff; assisting with documenting UN Volunteers/National Staff recruitment interviews as and when required; • Assisting and advising newly arrived staff on pertinent administrative tasks prior to deployment such as accommodation requests, requests for equipment such as radio and computer, Geospatial, Information and Telecommunications Technologies (GITT) forms to accomplish, etc.; • Preparing written responses to queries concerning Engineering and Human Resources related matters such as contract extensions, entitlements like home leave/family visits/ Education Grants, e-PAS, etc.; • Assisting in distribution of outgoing/incoming correspondences to various units of Engineering Section/concerned section and conducting follow through activities; • Preparing supply/FTS equipment requests, follow up on orders and deliveries; • Assisting and advising headquarters or field based Administrative/Team Assistants within Engineering section regarding human resource/administrative related duties; • Managing, coordinating and advising staff on internal and external training requirements of Engineering section in coordination with the Integrated Mission Training Centre (IMTC)/training institutions such as fax confirmations, flight plans, travel requests, visa, other pertinent travel documents; preparing administrative and other training requirements for the regularly conducted Engineering conference or similar activities; • Planning or organising meetings, conferences, VTCs and events for the section and preparing notes, minutes or reports as appropriate. • Performing additional related tasks as and when required by the Chief Engineer relevant to the assignment.

Furthermore, UN Volunteers are required to: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote capacity development activities and transfer of skills to national personnel during the assignment; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. • Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

administration, management, human resources or related fields;

Experience in a multi-national organisational environment is desirable,

Strong interpersonal skills, and ability to prioritise tasks, and handle confidential and sensitive material with discretion;

Solid computer skills, MS Office applications (Excel, Word etc) and other IT applications and office technology equipment;

Must have affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable development, and the UN System;

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.

Added 11 months ago - Updated 11 months ago - Source: unv.org