Administrative Officer

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Position Title: Administrative Officer
Location: Juba
Country: South Sudan
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations Mission in South Sudan (UNMISS) was established in 2011 under the auspices of the UN Department of Peacekeeping Operations (DPKO). The mission aims to support the peace process in South Sudan, which has faced ongoing conflict and humanitarian crises. UNMISS operates under a mandate that emphasizes the protection of civilians, the delivery of humanitarian assistance, and the promotion of inclusive governance. The mission has a significant presence with a ceiling of 17,000 troops and over 2,100 police personnel, including corrections officers. The organization is committed to advancing peace and security" style="border-bottom: 1px dotted #007bff !important;">security in the region, with a strategic vision that includes preventing a return to civil war and supporting free and fair elections. UNMISS has been renewed through multiple resolutions by the UN Security Council, reflecting its ongoing commitment to stability in South Sudan.

Job Overview:
The Administrative Officer position is crucial for the effective functioning of the Chief Aviation Officer's (CAVO) office within UNMISS. The role involves providing comprehensive administrative support, managing human resource activities, and ensuring compliance with UN regulations. The officer will assist in preparing reports and examining documents related to aviation safety and incident investigations. This position requires a proactive approach to managing communications, overseeing office operations, and maintaining confidentiality of sensitive information. The Administrative Officer will also play a key role in coordinating meetings, managing the section's staffing table, and ensuring a seamless workflow within the office. The role is designed for individuals who are adaptable, organized, and capable of working in a challenging environment while contributing to the mission's objectives.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Officer include:

• Assisting the CAVO in preparing reports and examining documents from various legislative entities and investigations.
• Administering and monitoring human resource activities such as recruitment, relocation, and training, ensuring adherence to UN rules.
• Overseeing the operations of the CAVO front office, providing direction on administrative functions, human resources, financial matters, and logistics.
• Managing urgent communications and visitors, ensuring prompt responses.
• Evaluating and processing all correspondences directed to the section.
• Drafting and responding to routine communications, including reports and memoranda.
• Verifying the accuracy of outgoing correspondence and initiating follow-up actions.
• Safeguarding sensitive information and maintaining an organized filing system.
• Coordinating meetings and appointments for the CAVO. 1
• Collaborating with other sections to assist in the development of the section's work plan. 1
• Providing guidance on administrative procedures to staff. 1
• Monitoring leave plans and staffing activities to ensure operational efficiency. 1
• Performing any other duties as assigned by the CAVO. 1
• Engaging in UNV activities and promoting local volunteerism.

Required Qualifications:
Candidates for the Administrative Officer position must possess strong administrative and legal knowledge, with a proven ability to manage human resources and office operations effectively. They should demonstrate excellent communication skills, both written and verbal, and have a keen attention to detail. The ability to maintain confidentiality and handle sensitive information is essential. Candidates should also exhibit strong organizational skills, adaptability, and the capacity to work under pressure in a challenging environment. Proficiency in standard office software and familiarity with UN administrative procedures are highly desirable.

Educational Background:
A bachelor's degree in business administration, public administration, human resources management, or a related field is required for the Administrative Officer position. Advanced degrees or certifications in relevant areas may be advantageous and are often preferred by employers in the UN system.

Experience:
Candidates should have a minimum of 3-5 years of relevant experience in administrative roles, preferably within an international organization or a similar environment. Experience in human resources management, office administration, and report writing is essential. Familiarity with UN operations and procedures will be considered a significant asset.

Languages:
Fluency in English is mandatory for this position. Knowledge of additional languages, particularly those spoken in South Sudan, is considered an advantage and may enhance a candidate's application.

Additional Notes:
The position is based in Juba, South Sudan, which is classified as a non-family duty station. Candidates should be prepared for austere living conditions, including shared accommodations and basic facilities. The role may involve working in challenging environments, and candidates must be adaptable to varying living conditions. The security level of the duty station is classified by the UN Department of Safety and Security, and candidates will receive a briefing upon arrival. The climate is tropical, with a rainy season from April to October, and candidates should be prepared for potential water shortages and power outages.