Administrative Officer

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Position Title: Administrative Officer
Location: Wau
Country: South Sudan
Deadline Date:

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's primary objective is to support the peace process in South Sudan, which has been marred by conflict since its independence. UNMISS operates under a mandate that has been renewed multiple times, with the most recent extension occurring under Resolution 2677 (2023). The mission aims to protect civilians, create conditions for humanitarian assistance, and support the implementation of the Revitalized Peace Agreement. UNMISS has a significant presence, with an overall ceiling of 17,000 troops and 2,101 police personnel, including corrections officers. The organization is committed to promoting peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and human rights in South Sudan, and it operates in a challenging environment that requires resilience and adaptability from its staff.

Job Overview:
The Administrative Officer position is crucial within the UNMISS field office in Wau, where the incumbent will report directly to the Field Administrative Officer (FAO). This role involves coordinating operational activities of the Field Administration Office to ensure compliance with organizational policies and drive efficiencies. The Administrative Officer will supervise administrative and support staff, providing guidance on policies and procedures. The position also entails managing budget and financial resources in accordance with UN finance rules, coordinating communication between the FAO and other support sections, and overseeing staff welfare activities. The Administrative Officer will play a key role in maintaining administrative records, preparing reports, and assisting in human resources management, including recruitment and contractor administration. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks effectively in a dynamic environment.

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

• Coordinating operational activities of the Field Administration Office to enhance efficiency and ensure compliance with organizational policies.
• Supervising administrative and support staff, providing clear interpretations of policies and procedures.
• Establishing procedures for the retention, protection, retrieval, transfer, and disposal of records, while supervising the maintenance of administrative records and databases.
• Assisting the FAO in managing budget and financial resources in a cost-effective manner, adhering strictly to UN finance regulations.
• Facilitating communication and information flow between the FAO and Field Office support sections, providing guidance to service users.
• Managing staff welfare activities, including event coordination and vendor management.
• Preparing annual, monthly, and periodic reports, and coordinating statistical data.
• Assisting in administering first-line human resources management, including recruitment processes and contractor administration.
• Providing administrative support for meetings, workshops, and other events. 1
• Addressing inquiries and requests for information. 1
• Identifying and analyzing problems related to services and personnel, and recommending solutions. 1
• Ensuring the smooth operation of office equipment through preventive maintenance and repairs, and maintaining an inventory of office supplies.

Required Qualifications:
Candidates for the Administrative Officer position should possess strong organizational and management skills, with a proven ability to work effectively in a team environment. They should demonstrate accountability, adaptability, and professionalism in their work. The role requires creativity in problem-solving and the ability to plan and organize tasks efficiently. Strong communication skills are essential for coordinating with various stakeholders and providing guidance to staff. Candidates should also have a solid understanding of UN policies and procedures, particularly in relation to finance and human resources management.

Educational Background:
A bachelor's degree in business administration, public administration, 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. Continuous professional development and training in administrative practices, finance, and human resources management are also beneficial.

Experience:
Candidates should have a minimum of 3-5 years of relevant experience in administrative roles, preferably within an international organization or the United Nations system. Experience in managing budgets, financial resources, and human resources is essential. Familiarity with UN policies and procedures, as well as experience in a field office setting, will be considered an asset. The ability to work in challenging environments and adapt to changing circumstances is crucial for success in this role.

Languages:
Fluency in English is mandatory for the Administrative Officer position. Knowledge of additional languages, particularly those spoken in South Sudan, is considered an asset and may enhance communication with local staff and stakeholders.

Additional Notes:
The position is classified as a non-family duty station, and candidates should be prepared for austere living conditions, including shared accommodation and basic facilities. 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 role may involve working in challenging conditions, and the ability to adapt to a tropical climate with a rainy season is essential. The position is full-time, and candidates should be aware of the potential for water shortages and power blackouts in the area.