Administrative Assistant, Juba, South Sudan
Closing Date: Friday, 21 February 2014
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ADMINISTRATIVE ASSISTANT, FS4
Department/ Office
United Nations Mission in the Republic of South Sudan
Duty Station
JUBA
Posting Period
6 February 2014-21 February 2014
Job Opening number
14-ADM-UNMISS-32774-F-JUBA (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in a field mission. The Administrative Assistants at this level usually report to a higher level Administrative Officer, or to the Chief of Section.
Responsibilities
The Administrative Assistant will be responsible for the following duties: (These duties are generic and may differ depending on the requirements of the field mission.)
Human Resources Management:
- Initiate, process, monitor, review and follow-up on actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
- Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Monitor status of expenditures and allotments, record variations, update budget tables.
- Consolidate data received and provide support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
- Review status of relevant expenditures and compare with approved budget.
- Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
- Assist in the preparation of budget performance submissions.
- Prepare statistical tables and standard financial reports.
- Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff.
- Draft routine correspondence.
- Maintain files of rules, regulations, administrative instructions and other related documentation.
- Maintain up-to-date work unit files (both paper and electronic).
- Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field.
- Perform other related administrative duties, as required, e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate administrative arrangements for seminars, conferences and translations. Train more junior level staff.
Work implies frequent interaction with the following:
Unit/Section Supervisors;
Human resource, administrative, accounting and general support service staff;
Staff throughout the field mission.
Results Expected:
Independent provision of accurate reports and/or records and other administrative functions.
Competencies
Professionalism – Ability and experience across a broad range of administrative functions, e.g., budget/work program, human resources, database management, etc. Knowledge and application of the UN systems, staff rules and regulations. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. High degree of commitment to ensure the proper use of the unit's financial resources. 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 area of work.
Planning & Organising – 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.
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.
Work Experience
At least 6 years of progressively responsible experience within the United Nations system or the private sector in the field of finance, accounting, human resources, audit, administrative services, or in other related fields.
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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.
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