Administrative/Finance Assistant

Job Posting Organization:
The United Nations Development Programme (UNDP) has been operational in South Sudan for over three decades, having established a Country Office following the country's independence in July 201

• The organization is dedicated to building government institutions and has maintained its presence in South Sudan despite facing significant operational challenges. UNDP collaborates with various stakeholders, including the Transitional Government of National Unity, NGOs, civil society organizations, multilateral and bilateral donors, academia, media, and the private sector. The overarching mission of UNDP is to support peace, reconciliation, early recovery, governance, and the achievement of Sustainable Development Goals (SDGs). UNDP South Sudan focuses on creating resilient communities, reinvigorating local economies, strengthening governance, and empowering women and girls, all while promoting inclusive economic growth and respect for the rule of law.

Job Overview:
The Administrative/Finance Assistant plays a crucial role in the UN Clinic by providing comprehensive administrative and financial support. This position is under the direct supervision of the Health Manager and involves ensuring compliance with UN/UNDP rules and regulations. The Assistant is responsible for implementing operational strategies, managing administrative processes, and ensuring high-quality service delivery. The role requires collaboration with various teams within the Country Office and other UN agencies to facilitate effective communication and service provision. The Assistant will also be involved in the preparation of work plans, cost-saving strategies, and the management of front desk operations, ensuring confidentiality and professionalism in all interactions. This position is vital for maintaining the operational efficiency of the UN Clinic and supporting the overall mission of UNDP in South Sudan.

Duties and Responsibilities:

• Implement operational strategies to ensure compliance with UN/UNDP rules and regulations, including mapping administrative processes and developing internal standard operating procedures (SOPs).
• Prepare results-oriented work plans for the administrative/finance team and propose cost-saving strategies in consultation with office management.
• Manage front desk operations, ensuring confidentiality and professionalism in client interactions.
• Monitor ICT and printer connectivity, reporting issues to the head of unit.
• Provide accurate information and directions to visitors at the UN clinic.
• Maintain records and information systems, addressing minor technical problems as they arise.
• Coordinate shipments, customs clearance, travel arrangements, event management, and procurement of supplies.
• Support protocol matters, staff registration, and coordination with local authorities on administrative issues.
• Collect and update UN staff information monthly to ensure accuracy. 1
• Perform any additional duties as assigned by the Health Manager.

Required Qualifications:
Candidates must demonstrate a commitment to continuous learning and adaptability in a challenging environment. Strong communication skills, planning and organizing abilities, professionalism, and the ability to work effectively in teams are essential. The role requires a client-focused approach and a results-oriented mindset, ensuring that all administrative and financial activities are executed with high quality and accuracy.

Educational Background:
A relevant educational background is required, typically including a degree in finance, business administration, or a related field. Candidates with additional certifications in finance or administration will be viewed favorably, as they demonstrate a commitment to professional development and expertise in the field.

Experience:
Candidates should possess a minimum of 2-3 years of relevant experience in administrative and financial support roles, preferably within an international organization or NGO. Experience in managing front desk operations and providing client services is essential. Familiarity with UN/UNDP policies and procedures will be an advantage, as will experience in a multicultural environment.

Languages:
Fluency in English is mandatory, as it is the working language of the UN. Knowledge of local languages spoken in South Sudan is considered an asset, as it can enhance communication with local stakeholders and clients.

Additional Notes:
This is a national assignment, and the volunteer will be responsible for their accommodation. The position may involve working in challenging conditions, and candidates should be prepared for the realities of working in South Sudan. The role is full-time, and the selected candidate will be expected to commit to the responsibilities outlined in the job description.