Administrative Officer

Volunteering Legal Admin Human Resources

Overview

Support administrative functions and provide legal expertise.

You have:

• Professional background in legal area is essential.
• Experience in administrative roles, including conducting meetings, workshops, and conferences, is desirable.
• Background in preparing investigation reports is desirable.
• Basic certification in using computer software and database is desirable.
• Working knowledge of other UN languages 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.

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), 2677 (Mar. 2023), 2726 (Mar. 2024)

Under the direct supervision of the Chief Aviation Officer (CAVO), the UN Volunteer will undertake the following tasks: • Render assistance to the CAVO in the preparation of reports and the examination of documents from legislative entities, the Board of Inquiry (BOI), Aviation Safety Technical Investigation (ASTI), other incident investigation reports, After Mission Reports (AMR), OIOS Audits that require both legal and administrative knowledge. • Administer/monitor the section’s human resource activities, including recruitment, relocation, and training, while ensuring adherence to UN rules and regulations. • Oversee the operations of the Chief Aviation Officer (CAVO) front office, offering direction to personnel regarding administrative functions, human resources, financial matters, budgeting, transportation, supply chain, and logistics protocols. • Manage urgent incoming communications and visitors, ensuring prompt responses and necessary actions are taken. • Receive and evaluate all correspondences and documents directed to the Section. • Draft and respond to routine communications, including faxes, memoranda, reports, and similar documents. • Examine all outgoing correspondence to verify the accuracy and completeness of the information, and initiate follow-up actions as necessary. • Safeguard the confidentiality of sensitive information and documents. • Establish and uphold an organized filing system (hard copies/ soft copies) by ensuring the timely archiving of both incoming and outgoing documents. • Coordinate meetings and appointments on behalf of CAVO. • Collaborate closely with the Office of the Chief SCMS (Pillar Head) on behalf of CAVO and the section. • Assist in the formulation and development of the section’s work plan. • Provide guidance to staff regarding administrative procedures, processes, and practices in collaboration with the relevant sections or units. • Oversee the section’s staffing table for various human resource activities. • Monitor the section’s leave plans to ensure a seamless workflow and provide advance notice to CAVO for manpower planning as required. • Performing any other duties as assigned by CAVO.

UNVs are also encouraged 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 in-stance 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.

Results/Expected Outputs: • Professional, administrative and legal support provided to the CAVO including a well-functioning, arranged and maintained front office. • Timely and accurate reports, which in the description of any event, incident or development, address to the extent possible the questions of ‘Who? What? When? Where? Why? How?’. • Professional reporting, writing and analytical skills. • Maintained and efficient database of all records including staffing for future operational planning and identification of specific patterns. • Responsible for the administration of the Aviation section with 148 Staff of all categories included (IS, NS, UNV, IIC).

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Self-management

• Professional background in legal area is essential.
• Experience in administrative roles in conducting meetings, workshops, and conferences including proposing agenda topics is desirable. • Background in preparing investigation reports is desirable. • Basic certification in using computer software and database is desirable. • Working knowledge of other UN languages are 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.

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Potential interview questions

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