ADMINISTRATIVE ASSISTANT for United Nation - Juba
Job Opening
| Posting Title: | ADMINISTRATIVE ASSISTANT, FS4 |
| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | United Nations Mission in the Republic of South Sudan |
| Duty Station: | JUBA |
| Posting Period: | 19 July 2019 - 25 July 2019 |
| Job Opening Number: | 19-Administration-UNMISS-120337-F-Juba (M) |
| Staffing Exercise | N/A |
Org. Setting and Reporting
This position is located in the United Nations Mission in the Republic of South Sudan, Juba. The incumbent will report to the Deputy Special Representative of the Secretary-General, Political (DSRSG, Political).
Responsibilities
Within delegated authority, the Administrative Assistant FS-4 may be responsible for the following duties:
Under the direct supervision of the DSRSG, the Administrative Assistant provides high quality administrative, management and secretarial support to the DSRSG and ensures the effective and smooth flow of work within the DSRSG’s office.
• Prepares and coordinates the daily agenda of the DSRSG and the tentative agenda of his/her future commitments: receives and requests appointments, receives high-ranking visitors and coordinates their visits with the Special Assistant; follows up on replies to invitations, changes of dates and/or venues of meetings and deadlines for submission of speeches, presentations, credentials, press articles, etc.
• Schedule appointments/meetings based on workload and protocol requirements and prepare relevant material for such appointments/meetings; notify all relevant professional staff of the daily appointments and coordinate the attendance of the necessary staff.
• Screen all telephone calls/inquiries and direct them to relevant officials.
• Make all internal and external calls relevant to the DSRSG's program and/or as requested by the DSRSG.
• Organize all administrative requirements with respect to the DSRSG's official travel by making travel arrangements and coordinating all administrative, logistical and security requirements; Remit relevant travel documentation to the Travel Unit upon DSRSG's return. Ensure that all concerned are informed of the DSRSG's scheduled activities.
• Anticipate DSRSG’s requirements for background material and ensure compilation of briefing material for appointments, meetings, or missions are complete and up to date.
• Maintains an overview of the work of the DSRSG' s office to ensure that timely administrative support is provided in general and specialized areas.
• Prepares correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the DSRSG.
• Establishes and maintains a filing system for DSRSG's correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature.
• Provide administrative support related to the recruitment of staff for the Office of the DSRSG.
• Monitor attendance, sick leave and annual leave of staff reporting to the DSRSG; Refer and highlight issues which require the immediate attention of the DSRSG;
• Coordinate the secretarial service of the office, distributes special assignments to other staff in the unit and clear correspondence for the supervisor's signature;
• Take dictation, using either shorthand or directly on the computer on a variety of subject matters and transcribe, ensuring that spelling, punctuation, and format are correct, and where necessary, maintaining a high level of confidentiality;
• Maintain policy, confidential (code cables) and general management files;
• Performs any other duties as may be assigned.
Human Resources Management: Supports, process and follow-up on actions related to the administration of the Unit’s human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, etc; Liaises and follow-up with the Human Resources Section on issues related to administration of benefits, and entitlements, administrative procedures, processes and practices, and conditions of service under the Staff Rules and Regulations.
Budget and Finance: Assists in the preparation of budget performance submissions and in the finalization of budget performance reports. Work implies frequent interaction with the Political Pillar components, Mission Support staff, Front Offices, and Human Resources.
Under the direct supervision of the DSRSG, the Administrative Assistant provides high quality administrative, management and secretarial support to the DSRSG and ensures the effective and smooth flow of work within the DSRSG’s office.
• Prepares and coordinates the daily agenda of the DSRSG and the tentative agenda of his/her future commitments: receives and requests appointments, receives high-ranking visitors and coordinates their visits with the Special Assistant; follows up on replies to invitations, changes of dates and/or venues of meetings and deadlines for submission of speeches, presentations, credentials, press articles, etc.
• Schedule appointments/meetings based on workload and protocol requirements and prepare relevant material for such appointments/meetings; notify all relevant professional staff of the daily appointments and coordinate the attendance of the necessary staff.
• Screen all telephone calls/inquiries and direct them to relevant officials.
• Make all internal and external calls relevant to the DSRSG's program and/or as requested by the DSRSG.
• Organize all administrative requirements with respect to the DSRSG's official travel by making travel arrangements and coordinating all administrative, logistical and security requirements; Remit relevant travel documentation to the Travel Unit upon DSRSG's return. Ensure that all concerned are informed of the DSRSG's scheduled activities.
• Anticipate DSRSG’s requirements for background material and ensure compilation of briefing material for appointments, meetings, or missions are complete and up to date.
• Maintains an overview of the work of the DSRSG' s office to ensure that timely administrative support is provided in general and specialized areas.
• Prepares correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the DSRSG.
• Establishes and maintains a filing system for DSRSG's correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature.
• Provide administrative support related to the recruitment of staff for the Office of the DSRSG.
• Monitor attendance, sick leave and annual leave of staff reporting to the DSRSG; Refer and highlight issues which require the immediate attention of the DSRSG;
• Coordinate the secretarial service of the office, distributes special assignments to other staff in the unit and clear correspondence for the supervisor's signature;
• Take dictation, using either shorthand or directly on the computer on a variety of subject matters and transcribe, ensuring that spelling, punctuation, and format are correct, and where necessary, maintaining a high level of confidentiality;
• Maintain policy, confidential (code cables) and general management files;
• Performs any other duties as may be assigned.
Human Resources Management: Supports, process and follow-up on actions related to the administration of the Unit’s human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, etc; Liaises and follow-up with the Human Resources Section on issues related to administration of benefits, and entitlements, administrative procedures, processes and practices, and conditions of service under the Staff Rules and Regulations.
Budget and Finance: Assists in the preparation of budget performance submissions and in the finalization of budget performance reports. Work implies frequent interaction with the Political Pillar components, Mission Support staff, Front Offices, and Human Resources.
Competencies
Professionalism: Ability and experience across a broad range of administrative functions which should include budget/work program, human resources, and database management. Knowledge and application of the UN systems and Staff Regulations and Rules. A high degree of commitment to ensure the proper use of the Unit's resources. Proven capability to put all the above knowledge to work, working, independently with a high degree of responsibility. 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.
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& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates an 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.
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& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates an 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. Additional technical training in secretarial or administration is highly desirable.
Work Experience
At least 6 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services or related field. Experience in secretarial functions and front office for senior officials is required. Prior experience involving wide contact with diplomatic personnel and various high offices is required. Proficiency and in-depth knowledge of the UN system's operation are required. Proficiency in various MS Office applications (Excel, Word) and other IT applications is required. Computer skills including all packages and database management is an advantage.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in both oral and written English is required.
Assessment
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special Notice
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
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 offense 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 offenses 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 it's principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
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.
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 it's principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
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.
By: SouthSudanCareers
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