Job Detail

Posting Title: ADMINISTRATIVE ASSISTANT, G5

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/Office: United Nations Mission in the Republic of South Sudan

Duty Station: Juba

Posting Period: 04 October 2023 - 02 November 2023

Job Opening Number: 23-Administration-UNMISS-219109-R- (M)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

This position is located within the Electoral Affairs Division (EAD) of the United Nations Mission in South Sudan (UNMISS), Juba. The Administrative Assistant will report to the Principal Electoral Affairs Officer through Administrative Assistant. The United Nations Security Council adopted resolution 2567 (2021) deciding that UNMISS's mandate is designed to advance a three-year strategic vision to prevent a return to civil war in South Sudan, to build durable peace at the local and national levels, and to support inclusive and accountable governance and free, fair, and peaceful elections in accordance with the Revitalised Agreement on the Resolution of the Conflict in the Republic of South Sudan (R- ARCSS). Furthermore, Security Council Resolution 2677 (2023) called on the UNMISS to provide technical assistance, to include capacity-building, and logistical support for the electoral process, as appropriate, in coordination with the United Nations Country Team and regional and international partners as well as security support to facilitate the electoral cycle, consistent with the R-ARCSS.

Responsibilities

Under the overall supervision of the Principal Electoral Affairs Officer, Electoral Affairs Division, and reporting to international Administrative Assistant, the Administrative Assistant shall perform the following duties: Human Resources Management

•  Review, process, and follow-up on actions related to the administration of Electoral Affairs Division human resource activities, e.g., recruitment, performance appraisal, training, relocation, and separation of staff members and ensures consistency in the application of regulations and procedures.
•  Oversee the maintenance and updates of the Electoral Affairs Division staff data and attendance records and act as back up leave monitor.
•  Liaises with the relevant administrative and human resources offices as required.
•  Assist with the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
•  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. Budget and Finance
• •  Provide support and coordination in the preparation and development of the Electoral Affairs work plan and budget.
  •  Consolidates data received and provides support to higher-level staff with respect to budget reviews, suggests reallocation of resources and implement the reallocation as necessary.
  •  Reviews status of relevant expenditures and compares with approved budget.
  •  Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
  •  Assists in the preparation of budget performance submissions.
  •  Prepares statistical tables and standard financial reports. General Administration
  •  Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of the Principal Electoral Affairs Officer and other staff.
  •  Drafts routine correspondence in English and respond to enquiries in respect to relevant administrative personnel matters and other correspondence.
  •  Maintains files of rules, regulations, administrative instructions, and other related documentation.
  •  Maintains up-to-date work unit files (both paper and electronic).
  •  Consolidate monthly requests for office supplies for Electoral Affairs Division.
  •  Performs other related administrative duties, as and when required., (e.g., operational travel program, monitoring accounts and payments, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organizes and coordinates seminars, conferences, and translations).
  Competencies
  •  PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. 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.
  •  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.
  • • PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount 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.
    Education

    High school diploma or equivalent is required.

    Work Experience

    A minimum five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.

    Languages

    English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. This post is located in Juba. Please note that anyone selected will be required to report for duty in that location on the agreed date and will also be expected to arrange their own accommodations. There is no UN provided accommodation. If the selected candidate is unable to report to the identified Duty Station, the contract will be considered void.

    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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. 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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. 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.

Posting Title: ADMINISTRATIVE ASSISTANT, G5

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/Office: United Nations Mission in the Republic of South Sudan

Duty Station: Juba

Posting Period: 04 October 2023 - 02 November 2023

Job Opening Number: 23-Administration-UNMISS-219109-R- (M)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

This position is located within the Electoral Affairs Division (EAD) of the United Nations Mission in South Sudan (UNMISS), Juba. The Administrative Assistant will report to the Principal Electoral Affairs Officer through Administrative Assistant. The United Nations Security Council adopted resolution 2567 (2021) deciding that UNMISS's mandate is designed to advance a three-year strategic vision to prevent a return to civil war in South Sudan, to build durable peace at the local and national levels, and to support inclusive and accountable governance and free, fair, and peaceful elections in accordance with the Revitalised Agreement on the Resolution of the Conflict in the Republic of South Sudan (R- ARCSS). Furthermore, Security Council Resolution 2677 (2023) called on the UNMISS to provide technical assistance, to include capacity-building, and logistical support for the electoral process, as appropriate, in coordination with the United Nations Country Team and regional and international partners as well as security support to facilitate the electoral cycle, consistent with the R-ARCSS.

Responsibilities

Under the overall supervision of the Principal Electoral Affairs Officer, Electoral Affairs Division, and reporting to international Administrative Assistant, the Administrative Assistant shall perform the following duties: Human Resources Management

•  Review, process, and follow-up on actions related to the administration of Electoral Affairs Division human resource activities, e.g., recruitment, performance appraisal, training, relocation, and separation of staff members and ensures consistency in the application of regulations and procedures.
•  Oversee the maintenance and updates of the Electoral Affairs Division staff data and attendance records and act as back up leave monitor.
•  Liaises with the relevant administrative and human resources offices as required.
•  Assist with the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
•  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. Budget and Finance
• •  Provide support and coordination in the preparation and development of the Electoral Affairs work plan and budget.
  •  Consolidates data received and provides support to higher-level staff with respect to budget reviews, suggests reallocation of resources and implement the reallocation as necessary.
  •  Reviews status of relevant expenditures and compares with approved budget.
  •  Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
  •  Assists in the preparation of budget performance submissions.
  •  Prepares statistical tables and standard financial reports. General Administration
  •  Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of the Principal Electoral Affairs Officer and other staff.
  •  Drafts routine correspondence in English and respond to enquiries in respect to relevant administrative personnel matters and other correspondence.
  •  Maintains files of rules, regulations, administrative instructions, and other related documentation.
  •  Maintains up-to-date work unit files (both paper and electronic).
  •  Consolidate monthly requests for office supplies for Electoral Affairs Division.
  •  Performs other related administrative duties, as and when required., (e.g., operational travel program, monitoring accounts and payments, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organizes and coordinates seminars, conferences, and translations).
  Competencies
  •  PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resources rules and regulations in work situations. 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.
  •  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.
  • • PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount 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.
    Education

    High school diploma or equivalent is required.

    Work Experience

    A minimum five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.

    Languages

    English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. This post is located in Juba. Please note that anyone selected will be required to report for duty in that location on the agreed date and will also be expected to arrange their own accommodations. There is no UN provided accommodation. If the selected candidate is unable to report to the identified Duty Station, the contract will be considered void.

    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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. 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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. 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.