TEAM ASSISTANT

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

Org. Setting and Reporting This position is located within the Office of Head of Field Office in Kuajok, United Nations Mission in South Sudan (UNMISS). The Team Assistant will report to the Administrative Assistant of Head of Field Office in Kuajok.

Responsibilities Under the delegated authority, the Team Assistant shall perform the following duties:

• Provide day to day support to the office of the Head of Field Office (HOFO) in all areas of work such as: initiate, process, monitor/review and follow up actions related to the administration, logistic, finance and human resources activities of the unit :
• Receive and screen all documents (Training applications, Initial recruitment requests, extension requests etc.) before submitting them to the Head of Office for approval/endorsement
• Draft official memos/letters before being reviewed and approved by HoFO.
• Assist in preparation for meetings in HoFO's office.
• Assist in preparation of accommodation request, travel request/mop and security clearances for the office whenever required.
• Consolidate monthly request for office supplies for the section.
• Maintain the calendar of appointment for the Head of Office.
• Receive visitors to the office of Head of Office and convey the message to Head of Office as accurately as possible.
• Vet and prepare non-UN travel documents in respect to official requirements.
• Receive, compile and act as the focal point for specialized expenditures and hospitality funds for the office of HOFO .
• Provide secretarial and administrative support, guidance and advice to the various substantive sections.
• Prepare and update staff leave plan accordingly.
• Serve as a communication link between the Office of Head of Office and other various offices.
• Establish and maintain proper filling system for the unit.

• Perform other duties as assigned.

  Competencies Professionalism: Knowledge of human resources management in a large international organization; Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Ability to process memos and administrative documents in the United Nations or similar organizations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Job - Specific Qualification Diploma/Certificate in office management/business administration is required.

Work Experience At least three (3) years of relevant experience in administration, office management is required.

Experience in driving 4 X 4 vehicles is required.

Experience with other international organizations is desirable

Languages Fluency in English both spoken and written is required. Fluency in the local language may be essential; knowledge of other languages spoken in South Sudan is an advantage.

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

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Are you authorized to work in the duty station? If yes, please provide details.

Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.

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.