Administrative Assistant job at United Nations UNISFA

Job Title:  Administrative Assistant

Organization: United Nations Interim Security Force for Abyei (UNISFA)

Duty Station: Entebbe, Uganda

Grade: FS4

Job Opening Number: 14-ADM-UNISFA-38636-F-ENTEBBE (M)

Report to: Chief Administrative Services

About UNISFA:

The Security Council, by its resolution 1990 PDF Document of 27 June 2011, responded to the urgent situation in Sudan’s Abyei region by establishing the United Nations Interim Security Force for Abyei (UNISFA). The Security Council was deeply concerned by the violence, escalating tensions and population displacement.

The operation will monitor the flashpoint border between north and south, and is authorized to use force in protecting civilians and humanitarian workers in Abyei.

UNISFA’s establishment came after the Government of Sudan and the Sudan People’s Liberation Movement (SPLM) reached an agreement in Addis Ababa, Ethiopia, to demilitarize Abyei and let Ethiopian troops to monitor the area.

Key Duties and Responsibilities:  Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties:

1. Human Resources Management:
2. Budget and Finance:
3. General Administration:

• Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification review, separation of staff members, training, etc…, ensuring consistency in the application of UN rules and procedures.
• Update and maintain a roster of prospective candidates; participate in the selection of candidates for secretarial, clerical and field service related category positions; evaluate and screen applications of such candidates, prepare profiles of candidates, conduct preliminary interviews, conduct roster searches for vacancies and identify short-lists of candidates.
• Manage the maintenance of the mission vacancy announcement files and keep track of status of all current vacancy announcements; ensure that recommendations regarding changes in contractual status of staff comply with established procedure and policy; convene rebuttal and recourse panels; prepare documents for promotion, special post allowance, review of entry level and within grade allowance panels.
• Maintain and monitor the mission staffing table and prepare relevant statistical data and charts as required.

• Support in the preparation and review of financial and human resource proposals and consolidate the budget and work programme with respect to the field mission’s budget, trust funds, grants and procurement.
• Consolidate data received from other sections regarding budget submissions; assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly budget.
• Technically support managers in the elaboration of resource requirements for budget submissions;
• Actively monitor integrity of various financial databases and verify accuracy of input data, ensuring consistency of data recorded.
• Intuitively review requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.

• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants.
• Actively coordinate extensively with service units and liaise frequently with internal team members both at the Headquarters and in the field.
• Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave 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 of seminars, conferences and translations.
• Guide, train and supervise more junior level staff.
• Perform other duties as required.

Qualifications, Skills and Experience: 

• The ideal candidate for the United Nations Administrative Assistant should hold a high school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or related area is a requirement.
• A minimum of six or more (6) years of progressively responsible experience within the United Nations system or the private sector in the field of finance, accounting, human resources, audit, administrative services, or in other related fields.

Languages: English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of a second United Nations official language is an advantage.

Personal Competencies:

Core Competencies:

Professionalism – Ability and experience across a broad range of administrative functions, e.g., budget/work program, human resources, database management, good drafting skills, etc.  Knowledge and application of the UN systems, staff rules and regulations. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems.  High degree of commitment to ensure the proper use of the unit’s financial resources. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.

Planning & Organising – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

How to Apply:

All suitably qualified and interested candidates desiring to serve in the United Nations Interim Security Force for Abyei (UNISFA) as the Administrative Assistant should express their interest by visiting the UN recruitment website and clicking Apply Now.

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Deadline: 4^th December, 2014

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