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Administrative Assistant
UNITAMS
 Vacancy No: UNITAMS-JO-KHARTOUM-2021-01
 Grade Level: GL-5
 Supervisor: Chief of Mission Support
 No. of Post: 01
 Duty Station: Khartoum
 Duration: Fixed Term
 Closing Date: 08 Dec 2020

 
 Background:

UNITAMS will only accept properly completed and signed Personal History Form (P.11) received before closing date. Please submit your application on the attached P.11 ONLY, CV and Resume will not be considered nor will late submissions after closing date.

 

This position is open for local recruitment for Sudanese nationals only.

UNITAMS will not provide accommodation and travel to locally recruited staff, including during the recruitment process.

UNITAMS is equal employer for men and women. Female candidates are strongly encouraged to apply.

This post is subject for approval of the 2021 budget



 
 Duties and responsibilities:

Under the general supervision of the Chief of Mission Support, the Administrative Assistant perform the following responsibilities:

 

Human Resources Management:

  • Performs various actions related to the administration of the work unit’s human resource activities consistently applying UN rules, regulations, policies and procedures.
  • Liaises with central administration/executive services as required;
  • Advises staff on visa matters;
  • Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
  • Monitoring time and attendance of section staff

 

Budget:

  • Provides assistance in the preparation and development of the office’s work programme and budget;
  • Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary;
  • Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects;
  • Monitors compliance with the medium-term plan and other legislative mandates; 
  • Monitors budget implementation/expenditures and records reallocation of funds as necessary; Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds; 
  • Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures. 

 

General Administration:

  • Provides guidance to staff members including oversight of subordinate staff;  
  • May provide assistance in reviewing host country agreements, budget agreements, or contributions for grants or other activities within assigned areas;   
  • Identifies and reports issues/problems as they arise, and recommends appropriate actions;
  • Coordinates regularly with service units and liaises as needed with internal team members both with the mission and outside;
  • Performs other related administrative duties, as required (e.g., meeting schedules, booking conference/meeting venues, travel, monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences and translations);
  • Ensuring adequate supply of office equipment and stationery;
  • Maintaining electronic and hard copies of files.
  • Assist in tasks related to property management to include proper accounting, documentation and recording of UN assets, using UN administrative electronic tools.

 


 
 Minimum Qualification, Skills and Experience Required:

Education:

  • High school diploma or equivalent is required.  Technical training in Finance, Budget, Human Resources Management or Administration is highly desirable. 

Work Experience:

  • A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, UN properties, electronic filing & archiving system, audit, human resources or related area is required.  Solid computer skills including proficiency in word processing and spreadsheets is required. Specific knowledge of electronic tools, such as ERP/SAP is required. Familiar with function-related provisions of United Nations Rules, Regulations, Manuals and Policies is desirable.  Experience working with an UN Agencies in this capacity is an advantage.

Languages:

  • English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Arabic is required. Knowledge of other United Nations language is desirable.

UN Values and Competencies:

Professionalism: Shows persistence when faced with difficult problems or challenges. 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.

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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

 

 Assessment:

Evaluation of qualified candidates may include a written assessment followed by a competency-based interview.

 

Application Process:

  • Applicants must accurately complete and date the attached United Nations Personal History form (P.11) and forward the duly completed P.11 copythrough:email to: unitamsrecruitment@un.org. Only
  • Applicants should copy UNITAMS-JO-KHARTOUM-2021-01 – Administrative Assistant in the SUBJECT line of the email when submitting their signed P.11 form to ensure that their application are received directly in the VA mail box. Incomplete P.11 will not be accepted.
  • For External applicants: Two most recent performance evaluation reports or if not available, two reference letters. If the applications received do not contain the latest two performance evaluation reports candidates must provide a short explanation as to why they are not available. 
  • Required documents: Serving UN staff members: The two most recent e-Performance Evaluation Reports must be submitted with the application. 
  • Please note that any information provided on the P.11 form will be considered binding.
  • The selected candidates will be subject to a reference checks to verify the accuracy of the information provided in the P.11 form.
  • Only applicants who are short-listed will receive instruction for further recruitment formalities

 

Qualified female candidates are highly encouraged to apply


United Nations Considerations:

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

 

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



 Download UNITAMS P11 Form

 Download UNITAMS P11 Supplementary Sheet








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