ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is in the Office of Deputy Special Representative/Resident Coordinator/Humanitarian Coordinator (DSRSG/RC/HC) in the United Nations Mission in the Republic of South Sudan. The incumbent will be based at the UN House Juba and will provide direct administrative support to the DSRSG/RC/HC under the guidance of the Senior Liaison Officer ODSRSG/RC/HC. ResponsibilitiesWithin the delegated authority, the Administrative Assistant will provide comprehensive administrative support to the Office of the DSRSG/RC/HC (ODSRSG/RC/HC), ensuring efficiency in daily operations. General Administration: • Manage and track the DSRSG/RC/HC’s daily work calendar, coordinating schedules and appointments. • Oversee the transmission, tracking, filing, and storage of documents within ODSRSG/RC/HC. • Draft routine correspondence related to administrative, financial, audit, and personnel matters. • Maintain records of administrative instructions, rules, and regulations and provide guidance to other administrative assistants. • Coordinate extensively with the front offices of OCHA, RCO, and UNCT Representatives, as well as with the UNMISS Protection Pillar and internal teams at headquarters and in the field. • Support operational travel planning for the DSRSG/RC/HC, leave management, office space allocation, and technology maintenance. • Assist in the organization and coordination of forums, conferences, and official visits. Document and Information Management: • In coordination with the Coordination Officer/Special Assistant, conduct regular reviews of document filing in the ODSRSG/RC/HC SharePoint, ensuring updates and maintenance of the landing page. • Contribute to the creation and maintenance of databases, prepare datasets as requested, and respond to data and information queries. Human Resources Management: • Initiate, review, process, and follow up on human resource-related actions for the unit. • Respond to staff inquiries regarding administrative procedures, policies, and practices. • Maintain and track vacancy announcement files and monitor the status of ongoing recruitment processes. • Oversee administrative records, including time and attendance tracking and performance appraisals in electronic systems. Budget and Finance: • Assist in preparing budget cost estimates, coordinating with other sections to ensure alignment. • Support data entry and reporting responsibilities under the Comprehensive Performance Assessment System (CPAS) and Results-Based Budgeting (RBB). • Review expenditures against the approved budget, prepare adjustments, and support the elaboration of resource requirements for budget submissions. • Assist in budget performance reporting and financial analysis. Perform other duties as required. CompetenciesProfessionalism: In depth knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 the audience. Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings EducationHigh school or equivalent diploma is required. Job - Specific QualificationTechnical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable. Work ExperienceAt least eight (8) years of progressively responsible experience within the United Nations system or private sector in the field of administrative services, finance, human resources, audit, or in other related fields is required. Experience working in the Front office of a Senior UN Official is required. Experience working across humanitarian, development, and peace and security pillars in a multi-sectoral coordination office is required. Experience in assisting the development and implementation of planning documents including RRB outputs and activities is desirable. Experience of working in UN peacekeeping operations in a post-conflict environment is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice• This position is temporarily available until 31 December 2025. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as \"retirement.\" Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.