BACKGROUND AND OBJECTIVES OF THE FUNCTION

The purpose
of the position is to provide a range of day-to-day clerical, administrative
and programme support services to the Field Offices Coordination Cluster to
ensure efficient and effective operations of the field offices.

DESCRIPTION OF DUTIES

Under the supervision and
guidance of the Field Offices Coordinator and in close collaboration
with the Operations Officer, the
incumbent provides support in the following areas:

• Facilitate
  the organization of the cluster coordination meetings/activities and
  ensure the accountabilities are fulfilled as per WHO rules and
  regulations.
• Assist
  the the cluster Lead in coordinating with field offices for all necessary logistical
  arrangements for staff and implementation of activities.
• Coordinate
  the setting up of meetings with state coordinators, donors and cluster
  related stakeholders as per Field Offices Coordinator’s request and assist
  in taking and circulating minutes of the same with the Field offices and
  WR’s Office.
• Regularly
  update the Field offices operational requests tracking matrix and provide
  feedback on the requests.
• Create a
  database for filing all the minutes of the various cluster level meetings
• Keep constant
  communication with logistics and Administrative assistants in the 10 field
  offices in relation to financial and administrative returns in liaison
  with Budget and Finance officer and under the guidance of the Operations
  Officer, and in accordance with WHO rules and regulations,
• Ensure
  timely procurement of Field Offices Coordination project services and
  supplies.
• Enter the
  Procurement requests (Goods and Services) in the GSM (WHO system) as per
  cluster need and update the status periodically.
• Ensure the
  follow up on administrative and operation request from the field offices.
• Facilitate
  logistical and administration requirements for field visits to monitor
  project activities as required.
• Follow-up
  and update on day-to-day Field Offices Coordination workplan
  implementation timelines, drawing the attention of field offices to
  pending activities.
• Ensure
  proper documentation of all Field Offices Coordination related activities
• Backstop
  the Logistics and Administrative assistants in the field offices whenever
  necessary.
• Perform other related duties as
  required or instructed, including providing support to other areas of
  Field Offices Coordination work as assigned

REQUIRED QUALIFICATIONS

Education

Essential: – Completion of
secondary school supplemented with experience or training in related
administrative field.

Desirable: Diploma or University
degree in Business Administration, Social Sciences or related field.

Experience

Essential: A minimum of three years of relevant practical experience
in administrative work.

Desirable: Experience in the UN
system is an asset, with a good knowledge of financial rules and regulations,
procedures and practices of an organization in the UN system.

Use of language skills

Essential: Excellent
knowledge of English
Desirable: Knowledge of Simple Arabic

Specific skills required:

·
Training in or sound knowledge of administrative
procedures.

·
Familiarity with
MS Office environment is a must

·
Good
organizational and interpersonal skills with ability to interact professionally
and effectively with staff at all levels in an international environment.

·
Proven capacity to
work as a member of a team, in a proactive manner and works well under
pressure.

ADDITIONAL INFORMATION

• This Vacancy notice may be used to fill other similar
  positions at the same grade level in other locations within South Sudan.
• Remuneration - equivalent to GS04 Level
• Qualified females are encouraged to apply
• Only candidates under serious consideration will be contacted.