Administrative Assistant

Org. Setting and Reporting

• This position is located within the Electoral Affairs Division (EAD) of the United Nations Mission in South Sudan (UNMISS), Juba. Juba classified in the “E” category and as a non-family duty station. The Administrative Assistant will report to the Senior Electoral Affairs Officer to whom she/he will provide support in effectively and efficiently managing all administrative and related matters.

Responsibilities

Within delegated authority, the Administrative Assistant will carry out the following duties:

Human Resources Management:

• Coordinates actions with respect to transactions related to the administration of the section’s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Liaises with the relevant administrative and human resources offices as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
• Advises staff on visa matters and other relevant rules and regulations, coordinates the induction and orientation of new staff members in the section/office.
• Provides advice and answers queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
• Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

Budget and Finance:

• Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
• Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocation of resources and implement the reallocation as necessary.
• Collects data from relevant databases and prepare customized financial reports when required.
• Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommend reallocation of fund as necessary.
• Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of the year end budget performance report submissions.
• Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

General Administration:

• Coordinates the provision of guidance, training and daily supervision to other staff in responsibility.
• Provides assistance in drafting budget agreements, and contributions for grants or other activities as appropriate.
• Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leaver recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assist with the organization and coordination workshops and conferences.
• Draft routine correspondence to respond to inquiries in respect to relevant administrative, financial audit and personnel matters.
• Sets up, manages and maintains electronic and paper files and records; ensuring that all relevant correspondence and other documentation is appropriately filed, and followed up as necessary.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
• Documents requirements and background information used for data analysis.

Education

• High school or equivalent diploma is required.

Job – Specific Qualification

• Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.

Work Experience

• At least eight (8) years of progressively responsible experience within the United Nations system, similar international organization or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required. Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja requisitioning is required. Experience in providing administrative support to an integrated political, civil or electoral team in the United Nations common system field operations, is desirable. Experience and exposure at the international level in post-conflict environment is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/240604?language=en