Administrative Assistant – UNITAMS

Job Description

Department/Office:	United Nations Integrated Transition Assistance Mission in Sudan
Posting Title:	Administrative Assistant
Level:	GS-5 (Fixed-Term)
Organizational Unit:	Mission Support in El Fasher (Darfur Hub)/Mission Support Centre
Duty Station:	El-Fasher
Issuing Date:	13/01/2022
Closing Date:	27/01/2022

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 

The position is located in the United Nations Integrated Transition Assistance Mission  in Sudan (UNITAMS). The position is based in El Fasher and is located in the Office of  Mission Support Center – El Fasher. The incumbent will report to the Regional  Administrative Officer. 

Responsibilities:  

Within the delegated authority, the incumbent will be responsible for the following  duties:

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.
• Monitors 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:  

• Performs administrative duties such as 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.  
• Draft and dispatch routine correspondence including Note Verbal’s and  memoranda.
• Provides guidance on administrative matters in accordance with UN rules and  regulations 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.  
• Ensures adequate supply of office equipment and stationery.  
• Assists in tasks related to property management to include proper accounting,  documentation and recording of UN assets, using UN administrative electronic  tools.  
• Performs other duties as assigned. 

QUALIFICATIONS AND EXPERIENCE

Education: High school diploma or equivalent is required. 

Work Experience: A minimum of five (7) years of progressively responsible experience in Finance, Budget,  Human Resources Management or Administration. Solid computer skills including  proficiency in word processing, spreadsheets and power point is required. Specific  knowledge of the UN administrative electronic tools, such as Umoja, SAP and INSPIRA  is desirable. Must be familiar with function-related provisions of United Nations Rules,  Regulations, Manuals and Policies. Experience working at UN environment is  desirable. 

Languages: English and French are the working languages of the United Nations  Secretariat. For the position advertised, fluency in English is required. Fluency in 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, 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: [email protected]  
• Applicants should COPY UNITAMS-JO- El Fasher -2022-61 – 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. 
• (Download the P11 form here and the supplementary sheets here) 
• 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.

For jobs from United Nations Integrated Transition Assistance Mission in Sudan visit: UNITAMS Jobs Page