United Nations Mission in the Republic of South Sudan Administrative Assistant - Jobs in South Sudan

United Nations Mission in the Republic of South Sudan Administrative Assistant - Jobs in South Sudan

Org. Setting and Reporting
This position is located within the Electoral Affairs Division (EAD) of the United Nations Mission in South Sudan (UNMISS), Juba. Juba classified in the "E" category and as a non-family duty station. The Administrative Assistant will report to the Principal Electoral Affairs Officer to whom she/he will provide support in effectively and efficiently managing all administrative and related matters.

Within delegated authority, the Administrative Assistant will carry out the following duties:

Human Resources Management:
- Coordinates actions with respect to transactions related to the administration of the section's/office's human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Liaises with the relevant administrative and human resources offices as required.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
- Advises staff on visa matters and other relevant rules and regulations, coordinates the induction and orientation of new staff members in the section/office.
- Provides advice and answers queries on classification procedures and processes.
- Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
- Monitors section's/office's staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance:
- Provides expert assistance and coordination in the preparation and development of the section's/office's work plan and budget.
- Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocation of resources and implement the reallocation as necessary.
- Collects data from relevant databases and prepare customized financial reports when required.
- Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommend reallocation of fund as necessary.
- Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.
- Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.

General Administration:
- Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
- Provides assistance in drafting budget agreements, and contributions for grants or other activities as appropriate.
- Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
- Coordinates extensively with service units and liaises frequently with internal team members in the mission.
- Maintains responsibility for schedules by organizing meetings and appointments; liaising with stakeholders and partners; organize meetings with relevant stakeholders on a regular or ad-hoc basis; document meeting action points and follow-up to ensure timely action.
- Manage the diary of the Principal Electoral Affairs Officer, confirming appointments and sending reminders.
- Take notes at regular meetings and whenever called upon to do so.
- Draft letters, broadcasts and other administrative documents.
- Sets up, manages and maintains electronic and paper files and records; ensuring that all relevant correspondence and other documentation is appropriately filed, and followed up as necessary.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages
or brochures.
- Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.

Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work program, human resources, database management, etc.). 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. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 areas 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.

Client Orientation - Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

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

Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience
  • At least eight (8) years of progressively responsible experience within the United Nations system, similar international organization or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required.

  • Two years of experience in information management and reporting. Experience working in Microsoft Office Word, Excel and PowerPoint are required.

  • Experience working in the United Nations common system field operations, and/or with political/electoral affairs, is desirable.

  • Two-year experience and exposure at the international level in post-conflict environment is desirable.

  • Previous experience working in the front office of a senior public official is desirable

  • One (1) year or more of experience in data analytics or related area is desirable.

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

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

    How to apply
    For more information and job application details, see; United Nations Mission in the Republic of South Sudan Administrative Assistant Jobs in South Sudan

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