Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Juba
Country: Sudan
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Mission in South Sudan (UNMISS) was established under Resolution 2677 (2023) by the UN security" style="border-bottom: 1px dotted #007bff !important;">Security Council. Its mission is to promote peace and security in South Sudan, which has been facing ongoing conflict and humanitarian crises. The organization aims to prevent a return to civil war, support inclusive governance, and facilitate free and fair elections. UNMISS operates with a significant presence of uniformed personnel, including 17,000 troops and over 2,100 police officers, and is committed to protecting civilians and delivering humanitarian assistance. The mission is based in Juba, South Sudan, which is classified as a non-family duty station due to its challenging living conditions. UNMISS is dedicated to advancing its strategic vision and implementing the Revitalized Peace Agreement, ensuring that it meets its objectives effectively and efficiently.

Job Overview:
The Administrative Assistant position is situated within the Movement Control Section of UNMISS, specifically reporting to the Chief of the Movement Management Unit. The role is critical in supporting the administrative and operational functions of the unit, which includes managing human resources, budget and finance, contract management, and general administration. The incumbent will be responsible for maintaining attendance records, assisting with contractor payments, managing databases related to contracts, and ensuring proper documentation and correspondence. This position requires a proactive approach to problem-solving and the ability to work under pressure in a challenging environment. The Administrative Assistant will play a vital role in ensuring the smooth operation of the Movement Control Section, contributing to the overall mission of UNMISS in South Sudan.

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

• Human Resources Management: - Maintain an attendance database for all Movement Control staff, including international, national, and UN Volunteers. - Track absentees and provide timely information to HR regarding long-term absentees, ensuring coverage of absences by other staff members. - Provide clerical support for the administration of the unit's human resource activities. - Monitor the section’s staffing table and prepare relevant statistical data and charts as required.
• Budget and Finance: - Assist in processing contractor invoices for payment. - Monitor and maintain the integrity of various financial databases, verifying the accuracy of input data and ensuring consistency.
• Contract Management: - Maintain databases for all Movement Control contracts throughout their life cycle. - Ensure timely completion of Contractor Performance Reports and manage both manual and electronic databases. - Prepare draft minutes for Contractor Performance Meetings and ensure their approval and dissemination.
• General Administration: - Act as the focal point for timely archiving of all invoices and payment-related documents in both manual and electronic formats. - Draft routine correspondence related to the unit's activities. - Schedule meetings and appointments, and maintain files of administrative instructions and regulations. - Perform other duties as required to support the unit's operations.

Required Qualifications:
The required qualifications for the Administrative Assistant position include: - Strong organizational skills and attention to detail. - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software applications. - Excellent communication skills, both written and verbal. - Ability to work independently and as part of a team in a multicultural environment. - Strong problem-solving skills and the ability to manage multiple tasks simultaneously. - Knowledge of UN administrative procedures and practices is an advantage.

Educational Background:
Candidates for the Administrative Assistant position should possess a minimum of a secondary school diploma. A higher education degree in business administration, human resources, finance, or a related field is preferred. Additional training or certification in administrative support or project management would be beneficial.

Experience:
The position requires a minimum of two years of relevant work experience in administrative support, human resources management, or finance. Experience working in an international organization or in a challenging environment is highly desirable. Familiarity with UN operations and procedures will be considered an asset.

Languages:
Fluency in English is mandatory for this position. Knowledge of additional languages, particularly Arabic, is considered an asset and may enhance the candidate's profile.

Additional Notes:
This position is classified as a non-family duty station, and candidates should be prepared for austere living conditions. Accommodation will be shared upon arrival, and candidates must be adaptable to the challenges of living in a tropical climate with potential water shortages and power outages. The role is full-time, and candidates should be willing to work in a high-pressure environment where the ability to live and work in difficult conditions is essential. The security level of the duty station will be briefed upon arrival, and candidates should be aware of the potential risks associated with working in South Sudan.