Posting Title: ADMINISTRATIVE ASSISTANT, FS5 (Temporary Job Opening)

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/Office: AU/UN Hybrid Operation in Darfur

Duty Station: EL FASHER

Posting Period: 22 July 2020 - 28 July 2020

Job Opening Number: 20-Administration-UNAMID-138818-J-El Fasher (M)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and Reporting

This position is located within the African Union / United Nations Hybrid Operation in Darfur (UNAMID) in the Office of the Chief, Operations and Resource Management (CORM), El Fasher. The Administrative Assistant will report to the Chief Operations and Resource Management. Based on Security Council Mandates, UNAMID's presence in Sudan is drawing down, planning for transition to a United Nations follow on presence is ongoing, and will likely cease mandated operations in 2021, thereafter entering into a liquidation period, during which all administrative and physical work to close out the Mission must be completed.

Responsibilities

The incumbent will work directly under the Project Manager of the Administrative Task Force supporting CORM in (a) providing guidance and oversight of drawdown and liquidation activities of the Mission's administrative processes; (b) coordinating across all administrative offices within the Mission, United Nations Headquarters, and Regional Service Centre in Entebbe, within the context of the Rules, Regulations, Policies, and systems of the United Nations; (c) reviewing resources and internal systems in view of reconfigured organisational structures in keeping with drawdown and liquidation; and (d) addressing issues and bottlenecks through collaborative solutions to achieve the milestones and support the related activities of the drawdown/transition administrative plan.

The work will be achieved through guiding and coordinating the work of others directly related to drawdown and liquidation activities of the Mission's administrative processes.

Within delegated authority, the Administrative Assistant FS-5 will carry out the following duties (these duties are generic and may not be carried out by all Administrative Assistants): General Administration

• Coordinate the provision of guidance, training and daily supervision to other staff in the Office of the Chief Operations and Resource Management.
• Provide assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters; schedule meetings and appointments; Control, update and maintain the unit's filing system, (electronic and paper), maintain files and databases of correspondence and administrative documents; Assist in the management of information by screening and responding to request for information, and through overall data management;
• Partake in meetings and drafts minutes and notes; Assist in the preparation of reports and briefing papers on issues related to the objectives of the Chief Operations and Resource Management;
• Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
• Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission.
• Serves as liaison between the Office of the Chief Operations and Resource Management and other components/Sections under his direction.
• Assist in the planning and coordination of activities for mission support operations related to the mandate of the Chief Operations and Resource Management.
• Act as focal point for logistics coordination between the Chief Operations and Resource Management and Sections under his direction; ensuring the Office of the CORM maintains up-to-date logistics needs and logistics plans; maintains and monitors requisitions and the progress of related procurement activities;

Human Resource Management

• Coordinate actions with respect to transactions related to the administration of the unit'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. Liaise with central administration/ executive services as required.
• Monitor and maintain records of human resources activities, i.e. reassignments, transfers, and movement of Office staff;
• Manage time and attendance records and leave monitoring for staff of the Office of the Chief Operations and Resource Management and Section Chiefs under the Office's supervision

Budget

• Provide assistance and coordination in the preparation and development of the unit's work programme and budget.

• Assist in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary.
• Provide assistance in the review and preparation of the medium-term plan and its revisions.
• Assist managers under the oversight of the Chief Operations and Resource Management in the elaboration of resource requirements for budget submissions.
• Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
• Assist the Office of the Chief Operations and Resource Management and Section Chiefs under his oversight in the preparation of the year end budget performance report submissions.
• Assist in finalization of budget performance reports for Sections reporting to the Chief Operations and Resource Management; including tracking and analysing variances between approved budgets and actual expenditures.
• Perform other related administrative duties, as required

Competencies

Professionalism - Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit's business operations and objectives. 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.

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.

Education

High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.

Work Experience

At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, with demonstrated expertise in drawdown/liquidation/closure activities.

Experience in UN peacekeeping field operations is desirable.

Experience of working in Umoja and Inspira applications is highly desirable.

Languages

French and English are the working languages of the UN Secretariat. For this post, fluency in oral and written English is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is temporarily available until 31/12/2020. 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
• 16 or staff selection process including the review of a central review body established according to staff rule
• 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.

United Nations Considerations

According 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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on 'Manuals' hyper-link on the upper right side 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 Fee

THE 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.