FTS Administration Assistant(Abyei) – UNV
Job Description
| Organization | United Nations Volunteers |
| Description of the assignment title | FTS Administration Assistant |
| Host entity | UNISFA |
| Assignment country | Sudan |
| Type | Onsite |
| Number of assignments | 1 |
| Advertisement end date | 21/12/2023 |
Details
Mission and objectives
UNISFA was established in July 2011 under the authority of the UN Department of Peacekeeping Operations (DPKO). UNISFA is mandated to Strengthen the capacity of the Abyei Police Service (APS) by providing support, including the training of personnel, coordinating with the APS on matters of law and order, Monitoring and verifying the redeployment of armed forces from the Abyei area by the 20 June 2011 Agreement, Provide de-mining assistance and technical advice, Facilitate the delivery of humanitarian aid and free movement of humanitarian personnel in coordination with relevant Abyei Area bodies, When requested and in cooperation with the APS, provide security for oil infrastructure in the Abyei Administrative Area (AAA) and later to organize the referendum The Council also authorized UNISFA under Chapter VII to:
• Protect UN Personnel, facilities, installations, and equipment.
• Ensure the security and freedom of UN and humanitarian personnel and members of the Joint Military Observers Committee and Joint Military Observer Teams established by the 20 June Agreement.
• Protect civilians under imminent threat of physical violence, and protect the Area from incursions by unauthorized elements and ensure security.
Context
United Nations Volunteers Programme, by agreement with the UN Department of Operational Support (DOS) and Peacekeeping Operations (DPKO), deploys UN Volunteers to support DOS/DPKO peace operations in a range of countries. Within this framework, UNV maintains a Field Office to support UNISFA (United Nations Interim Security Force for Abyei). This position is in the United Nations Interim Security Force for Abyei (UNISFA). The UNV FTS Administration assistant reports to the Chief Field Technology Service
Task description
• Collaborate with team members to contribute to the development of comprehensive work plans and budgets, ensuring alignment with organizational goals and priorities.
• Regularly monitor budget execution, meticulously assessing various budgets. Proactively identify opportunities for resource reallocation to optimize efficiency and promptly implement approved adjustments.
• Work closely with managers to assist in articulating resource requirements for budget submissions. Provide insightful analysis to enhance the accuracy and completeness of budget proposals.
• Take charge of the entire process of acquisitions and procurement of equipment and services, ensuring a seamless and cost-effective approach. Process invoices with precision, acting as a focal point for communication with vendors.
• Oversee the attendance records of contractors and maintain a systematic record of their performance evaluations. Facilitate the processing of visas for contractors and guide staff on visa-related matters and other pertinent rules and regulations.
• Coordinate the induction and orientation process for new contractors, ensuring a smooth integration into the team. Act as a reliable point of contact for any queries or concerns they may have.
• In collaboration with relevant stakeholders, coordinate training initiatives for staff within the designated area of responsibility, fostering continuous learning and development.
• Forge a strong partnership with the human resources department to coordinate administrative matters such as recruitment, placement, relocation, performance appraisal, and training. Uphold consistency in the application of UN rules and procedures.
• Draft clear and concise memos and faxes for outgoing correspondence related to the FTS, demonstrating excellent communication skills and attention to detail.
• Assume responsibility for reviewing and verifying the availability of funds for all requisitions, ensuring accurate charging of the correct object of expenditure. Regularly update allotments and exchange rates within relevant systems.
• Monitor extra-budgetary resources meticulously, reviewing agreements and cost plans. Ensure compliance with regulations, rules, and established policies and procedures.
• Play a crucial role in the preparation of year-end budget performance report submissions, providing valuable insights into variances between approved budgets and actual expenditures.
• Foster effective communication and collaboration by coordinating with FTS units and maintaining strong connections with team members at MHQ, Sectors, and team sites.
• Undertake additional administrative duties as required, including managing operational travel programs, monitoring accounts and payments to vendors and individual contractors, overseeing physical space planning, and identifying office technology needs.
• Organize and coordinate seminars and conferences, showcasing excellent organizational and event management skills.
Furthermore, UNVs are encouraged to:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications. They should actively participate in UNV activities, such as events that mark International Volunteer Day (IVD).
• Familiarize themselves with and build on traditional and/or local forms of volunteerism in the host country.
• Engage in reflection on the type and quality of voluntary action they are undertaking. This includes participating in ongoing reflection activities.
• Contribute articles or write-ups on field experiences and submit them for UNV publications, websites, newsletters, press releases, etc.
• Assist with the UNV Buddy Programme, offering support and guidance to newly arrived UNVs.
• Promote or provide advice to local groups on the use of online volunteering. They should also encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Results/Expected Output:
The incumbent is expected to achieve the following results and contribute to the success of the organization’s volunteerism initiatives:
• Collaborate on work plan and budget development.
• Monitor budget regularly, suggest reallocations, and implement as needed.
• Aid managers in resource requirements for budget submissions.
• Track budget implementation and suggest fund reallocations.
• Finalize budget performance reports, analyzing variances.
• Manage acquisitions/procurement and process invoices.
• Maintain contractor records, process visas, and handle orientations.
• Coordinate staff training and liaise with HR on admin matters.
• Draft correspondence and ensure accurate fund availability.
• Monitor extra-budgetary resources, ensuring compliance.
• Assist in year-end budget performance report submissions.
• Coordinate with FTS units and liaise with team members.
• Handle accounts, vendor payments, space planning, and tech needs.
• Organize seminars and conferences.
Eligibility criteria
Age
27 – 80
Nationality
Candidate must be a national of a country other than the country of assignment.
Requirements
Required experience
8 years of experience in the field of Administration, Finance, Accounting, Human resources, or in other related fields is required within the United Nations system or the private sector.
•Experience in international operations in a post-conflict environment.
•Experience in Enterprise Resource Planning (ERP) platforms (i.e. Umoja) is desirable.
•English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required.
Area(s) of expertise
Administration, Information technology
Driving license
Possession of a Valid driving license and the ability to drive a manual 4×4 vehicle is desirable. Required
Languages
English, Level: Fluent, Required Arabic, Level: Working knowledge, Desirable
Required education level
Technical/vocational diploma in Administration, Finance, Accounting, Human resources, or in other related fields is required.
Competencies and values
• Professionalism: Practical experience in working with internationally recognized fuel handling and quality standards with a good understanding of day-to-day management of fuel operations including storage, transportation, and distribution of fuel; logical and analytical approach to solving problems; practical knowledge and commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of peace operations.
• Communication: Good written and oral skills, including the ability to prepare and present concise oral and written fuel data and transactional reports, briefings, updates, and other documentation.
• Planning and organizational skills: Ability to establish priorities and to plan, coordinate, and monitor work plans; Demonstrate skills and ability to coordinate the work of others, work with tight deadlines, and handle multiple concurrent fuel re-supply and maintenance activities. Ability to comprehend the Mission’s Fuel Plan in direct support of fuel operations in remote locations.
• Technological Awareness: Basic practical and theoretical knowledge of standard field fuel testing and handling pump and filtration equipment. Good computer skills and use of relevant software and other applications; Basic knowledge of electronic Fuel Management Systems (EFMS2) is desirable. Demonstrates initiative and willingness to learn new skills i.e. Data Analytics
• Teamwork: Good interpersonal skills; demonstrated ability to develop and maintain effective work relationships with military and civilian counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Other information
Living conditions and remarks
General: This assignment is based in the UNISFA Headquarters – Abyei – Sudan. Currently this duty station is designated as non-family. Due to the terrain, the area is prone to flooding during the rainy season which lasts from late May until mid-November. The average rainy season temperature is 30°C and temperatures in the dry season average 37°C. Accommodation: Due to the security situation in Abyei, coupled with the fact that there are limited residential accommodation options in the community that meet UN security and safety standards for staff, expatriate UN staff deployed to Abyei are generally provided with secured UN accommodation in a camp-style environment. The UN-provided accommodation is equipped with minimum room furniture and is configured as a single room with bath and toilet facilities. Power and water (including purified water) are provided inside the camp by the UN. As per OHRM rules, a reasonable cost recovery for accommodation is made from VLA. Food and Diet: There is a UN-managed cafeteria inside the UN Camp in Abyei. The standard and quality of food are limited with a repetitious daily menu. Wide varieties of food are not available and may not be to the personal taste of UNVs. Volunteers may wish to cook their meals in common kitchen facilities situated at convenient locations within the camp. This would require the volunteer to obtain basic cooking items such as saucepans, fry pans, plates, knives, etc. Health: UN Volunteers should be aware that they could be exposed to several tropical diseases and should complete all medical formalities specified in the Offer or Travel Advisory before traveling. Yellow Fever vaccination is compulsory before coming to the mission area, while vaccinations for Hepatitis A & B, Typhoid, Tetanus/Diptheria, Polio, and Meningitis are recommended if confirmed by the volunteer’s physician. UN Volunteers, like other international personnel, are to bring their Vaccination Cards to the mission. Malaria prophylaxis is highly recommended. Due to the large numbers of various types of insects in the mission area, it is also recommended to use insecticide-impregnated nets and insect repellants. UN personnel have access during working hours to a Civilian Clinic (Level 1) inside the UN Camp at Abyei and 24-hour access to a fully operational military hospital (Level 2) within the same camp at Abyei. Rest and Recuperation: International personnel in UNISFA, including UN volunteers, are entitled to a 6-week Rest and Recuperation (R&R) cycle. This means that after every 6 weeks of being in the mission area, the volunteer is entitled to take a break in either Entebbe (UNISFA designated R & R location) or any other destination outside the mission area. The entitlement is 5 calendar days R&R, 1-day official (Admin), and 2 travel days. The UN flight from Abyei or any other deployed site in the mission area to Entebbe can be used for free (return flight). However, personnel are responsible for their accommodation, meals, and any other expenses while on R&R. R&R trips must be approved by the supervisor.
Inclusivity Statement
United Nations Volunteers is an equal opportunity program that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (COVID-19) in line with the applicable host entity policy
