Administration Senior Assistant (Maternity Cover)

Functions/Key Results Expected 

1. Manages the AFR, ETMCO, South Sudan Director’s front office, including appointments and daily schedule; assists in following up with tasks and activities, and maintains an up-to-date schedule of appointments and activities including UN Country Team, UN Liaison Team and Security Management Team meetings; ensures relevant background documentation and talking points are made available for meetings and events as required; makes arrangements for and receives visitors; liaises to address official requests and telephone calls concerning the work of the AFR, ETMCO, South Sudan Director;
2. The Administrative senior Assistant is required to work closely with all units within UNOPS AFR, ETMCO, South Sudan, including personnel in the field and projects, to follow up on a wide range of issues relating to the functioning of the front office of the AFR, ETMCO, South Sudan Director;
3. Establishes and maintains contacts, and liaises by telephone and/or email, with representatives and officials from partners, permanent missions; government ministries, international organizations, and research and academic institutions, as required;
4. Drafts, formats, registers and dispatches official correspondence for the review of AFR, ETMCO, South Sudan Director, as well as AFR, ETMCO, South Sudan Head of Programme and Head of Support Services, as relevant and required; assists AFR, ETMCO, South Sudan Director with timely review, approval and signing of correspondence and administrative documents; follows up and reports on the status of correspondence and required actions;
5. Seeks advice from AFR, ETMCO, South Sudan Head of Programme & Head of Support Services, as well as relevant AFR, ETMCO, South Sudan Heads of Office to ensure that correspondence and other official and administrative documents are in line with UNOPS corporate rules, practices, work plans, and standards and templates;
6. Registers and reviews incoming correspondence such as messages addressed to the AFR, ETMCO, South Sudan Director; liaises with AFR, ETMCO, South Sudan Director’s Office and relevant personnel on correspondence, as required; advises AFR, ETMCO, South Sudan Director on scheduling based on requests and work load; corresponds with relevant organizations to invite or decline invitations as needed; draws the attention of the AFR, ETMCO, South Sudan Director or other relevant personnel as appropriate to matters arising; and generally ensures the smooth flow of correspondence to and from the Office of the AFR, ETMCO, South Sudan Director;
7. Makes all necessary travel arrangements for the AFR, ETMCO, South Sudan Director, liaising with hosts and counterparts, and in coordination with the Travel Unit, for visa formalities, hotel reservations and issuance of air tickets; handles programme of visits and ensures that all concerned are informed of the AFR, ETMCO, South Sudan Director’s visit and scheduled activities; coordinates preparation of background documents for meetings and conferences (local and abroad), as well as briefing notes for consultations and visits; helps provide appreciation letters to partners for mission related support;
8. Assists with organization of internal AFR, ETMCO, South Sudan management meetings, including AFR, ETMCO, South Sudan Director’s Office meetings, and UNOPS South Sudan Office management and personnel meetings;
9. Under leadership of AFR, ETMCO, South Sudan Director and Head of Support Services, supports organization of missions from UNOPS headquarters and regional office, as well as other relevant partners and officials, including scheduling of relevant meetings, preparation of relevant background documents, and logistics arrangements such as hotel reservations and transport;
10. Extend the same administrative and coordination support to the AFR, ETMCO, South Sudan Officer in Charge during absence of AFR, ETMCO, South Sudan Director; Maintains and updates the electronic and paper file archive of the AFR, ETMCO, South Sudan Director’s front office;
11. Handles all sensitive issues, staff matters and confidential information considered by the AFR, ETMCO, South Sudan Director with utmost discretion;
12. Monitors attendance, sick leave and annual leave of staff reporting to the AFR, ETMCO, South Sudan Director;
13. Performs other duties as assigned by the AFR, ETMCO, South Sudan Director.

Education 

• Minimum Secondary School Certificate is required.
• A first level University degree (Bachelor’s Degree) in International relations, Communication, Social Sciences, Business Administration, Logistics, Operations Management, Public Administration a related field is an added advantage

Work Experience 

• A Minimum 5 years of relevant experience at the national level in providing in Administration and/ or Logistics and/or Operations and/or communication Support  is required;
• Previous experience with UN is an asset;
• Knowledge of UN/UNOPS financial rules and regulations, policies and procedures is an advantage; Experience in a post conflict/conflict situations is an advantage;
• Skill in administration support is required

Language 

• Fluency in speaking, writing and reading English required
• Fluency in another UN languages is an advantage;