Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Juba
Country: Sudan
Deadline Date: 15 March 2024

Job Details

Job Posting Organization:
The United Nations Mission in South Sudan (UNMISS) was established to support the peace process in South Sudan and to protect civilians. The mission operates under the mandate of the United Nations security" style="border-bottom: 1px dotted #007bff !important;">Security Council, which has determined that the situation in South Sudan poses a threat to international peace and security. UNMISS aims to prevent a return to civil war, build durable peace, and support inclusive governance and free elections. The mission has a significant presence in South Sudan, with a ceiling of 17,000 troops and over 2,100 police personnel, including corrections officers. The organization is committed to humanitarian assistance and the protection of human rights, and it operates in a challenging environment with a focus on stability and peace-building efforts.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the Transport Section within UNMISS. This role involves managing and maintaining UN assets, including a variety of vehicles and equipment essential for mission operations. The successful candidate will be expected to enhance administrative efficiency, provide vital support to technical operations, and contribute to the overall objectives of UNMISS. The position demands a reliable individual capable of handling mission-critical operations, drafting correspondence, managing budgets, and supporting fleet operations. The Administrative Assistant will play a key role in ensuring that the Transport Section runs smoothly and effectively, thereby supporting the broader mission goals of peace and security in South Sudan.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include drafting routine correspondence related to administrative, financial, and personnel matters, receiving and screening correspondence for the Chief Transport Officer, preparing Movement of Personnel Forms, Security Clearances, and Accommodation requests. The role also involves assisting with petty cash documentation, supporting Fleet Operations and Maintenance personnel, preparing budget and audit reports, organizing transportation meetings and training sessions, and maintaining files and documentation. The Administrative Assistant will manage inventory for office supplies, provide briefings on organizational policies, manage staff attendance records, and review expenditures against the approved budget. Additional responsibilities include performing coordination and management of posts, validating post descriptions, and undertaking any other related duties as assigned by the Chief of Section.

Required Qualifications:
Candidates must possess strong organizational and communication skills, with a proven ability to work effectively in a team environment. Professionalism, adaptability, and flexibility are essential qualities for this role. The ideal candidate should demonstrate accountability and creativity in problem-solving. A strong understanding of administrative processes and financial management is required, along with the ability to handle sensitive information with discretion. The role demands a proactive approach to managing tasks and responsibilities, ensuring that all administrative functions are carried out efficiently and effectively.

Educational Background:
A minimum of a high school diploma is required for this position. However, a degree in business administration, management, or a related field is preferred. Additional training or certifications in administrative support, finance, or human resources would be advantageous and demonstrate a commitment to professional development in this area.

Experience:
Candidates should have at least two years of relevant experience in administrative support, preferably within an international organization or a similar environment. Experience in managing budgets, preparing reports, and handling correspondence is essential. Familiarity with UN policies and procedures would be beneficial, as well as experience working in challenging or conflict-affected settings.

Languages:
Fluency in English is mandatory for this position. Knowledge of additional languages, particularly those spoken in South Sudan, would be considered an asset and could enhance communication within the diverse environment of UNMISS.

Additional Notes:
The position is based in Juba, South Sudan, and is classified as a non-family duty station. Candidates should be prepared for austere living conditions, including shared accommodation and basic facilities. The role is full-time, and the deadline for applications is set for 15 March 202

• The successful candidate will be expected to adapt to the challenging climate and security conditions prevalent in South Sudan, with a commitment to living and working in difficult environments.