ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThe Office of the Personal Envoy of the Secretary-General for Sudan (OPESG-SUDAN) lead good offices and political engagement with Sudanese, regional and international stakeholders to enhance efforts to end the Sudan conflict and relaunch a credible political process, aiming for greater coherence, coordination and integration of the various mediation initiatives. This position will service as Administrive Assistant to the Personal Envoy of the Secretary-General (PESG) for Sudan, based in Addis Ababa. The incumbent will report to the Principal Political Affairs Officer/Head of Office. ResponsibilitiesWithin the limits of delegated authority, the Administrative Assistant will be responsible for performing the following duties: • Manage the calendar of meetings and appointments of the PESG with senior Government officials, diplomats, heads of international organizations, dignitaries and other high-ranking officials, including administrative and logistical matters; • Read all the correspondence, both incoming and outgoing, screen and prioritize incoming correspondence, and where necessary consult the PESG. Routes and distribute routine and confidential material and maintain code cables and general management files. • Prepare and administer the PESG's travel programme, including folders for business trips and meetings; • Keep others informed by conveying directives, reports, status updates and other relevant information, and bring sensitive and urgent matters to the attention of the PESG; • Assist in the overall administration of the office, provide substantive and administrative • Support in managing priorities and workflow in the office of the PESG, coordinate multiple and diverse activities and work processes to ensure management of directives and decisions; • Serve as communications link between supervisor and senior staff on behalf of supervisor; • Handle a wide range of administrative duties and processes, leave requests, attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, services and supply requisitions, conference rooms booking, etc; • 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. • 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. • 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 reallocations of resources and implement the reallocations 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 funds as necessary. • Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring • compliance with regulations and rules and established policies and procedures. • 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. • Compile relevant background documents and references, identify issues requiring the PESG's attention and refer others to relevant officers for appropriate disposition, monitor and follow- up on actions to be taken; • Perform other duties, as required. CompetenciesProfessionalism: Thorough knowledge of and application of relevant operational, administrative and protocol policies to ensure adherence to relevant guidelines and procedures and overall quality of outputs; Proven tact and discretion in dealing with highly confidential and sensitive matters, as well as excellent interpersonal skills; Demonstrated initiative and ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. EducationHigh school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of 8 years of progressive experience working in a political department and/or for a high- ranking UN Official is required. A minimum of two years working as Personal Assistant (or similar) to a senior UN Official is required. Experience working in a field operation of the United Nations Common System or a comparable international organization is required. Experience working in Sudan is required. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Arabic are required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).