Administrative Assistant
UNITAMS
 Vacancy No: UNITAMS-JO-KHARTOUM-2021-18
 Section/Unit: Office of the Chief of Mission Support
 Grade Level: GS-5 (Fixed-Term)
 Supervisor: Chief of Mission Support
 No. of Post: 01
 Duty Station: Khartoum
 Duration: One year
 Closing Date: 06 March 2021

 
 Background:

Important note: 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.  Other UN P.11 formats, incomplete P.11, CV and Resume will not be accepted, nor will late submissions after closing date.

 

The selected candidate will be expected to deploy in time to commence work as soon as possible.

 

Applying to this job opening carries an expectation to accept the offer, if selected, subject to clearance of employment reference checks, security and medical.  The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential.

 

This position is locally recruited open for Sudanese nationals only.

 

UNITAMS will not provide accommodation to locally recruited staff.

 

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



 
 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.
  • 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 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.  Experience working as Administrative Assistant is required.  Experience ensuring compliance with organization rules, policies is desirable.

 

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 CORE 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, update, sign and date the attached United Nations Personal History form (P.11 ONLY and forward the duly completed signed P.11 by e-mail to:unitamsrecruitment@un.org
  • Applicants should COPY UNITAMS-JO-KHARTOUM-2021-18 – Administrative Assistant in the SUBJECT line of the email when submitting their signed P.11 form. UNITAMS will not consider any applications which are not received directly in the VA mailbox. Other UN P.11 formats and incomplete P.11 will not be accepted.
  • 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 an acknowledgement within two weeks from the deadline indicated on the VA.

 

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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