Administration Senior Assistant

Job
from UNOPS
Closing date: 24 Oct 2019

Background Information - Job Specific

Under the guidance and supervision of the Country Director and Representative the Senior Administration Assistant to the Country Director provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Senior Administration Assistant to the Country Director may take routine decisions on administrative processes based on clearly established guidelines. In performing her/his work, the Senior Administration Assistant to the Country Director promotes a client, quality and results-oriented approach.

The Senior Administration Assistant to the Country Director works in close collaboration with, Communications, Support Services, Programme and Project staff in the Country Office, as well as with staff of other UN agencies to exchange information and ensure consistent service delivery.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Functional Responsibilities

The Senior Administration Assistant will be based in Juba and reports to the Country Director who provides broad supervision and guidance. The role is responsible for managing South Sudan Country Office Director Front Office, closely working with all units within UNOPS SSCO, Establish and maintain contacts and liase by telephone or emails, seeks advise from Communications Officer, Partnership Advisor, HoP and HoSS, Register and review correspondences and make all necessary arrangements for the SSCO Director.

Functions / Key Results Expected

  • Manages the SSCO Director’s front office, including appointments and daily schedule; assists in following up with tasks and activities, and maintains an up-to-date schedule of appointments and activities including UN Country Team, UN Liaison Team and Security Management Team meetings; ensures relevant background documentation and talking points are made available for meetings and events as required; makes arrangements for and receives visitors; liaises to address official requests and telephone calls concerning the work of the SSCO Director;
  • The Senior Administration Assistant is required to work closely with all units within UNOPS SSCO, including personnel in the field and projects, to follow up on a wide range of issues relating to the functioning of the front office of the SSCO Director;
  • Establishes and maintains contacts, and liaises by telephone and/or email, with representatives and officials from partners, permanent missions; government ministries, international organizations, and research and academic institutions, as required;
  • Drafts, formats, registers and dispatches official correspondence for the review of SSCO Director, as well as SSCO Head of Programme and Head of Support Services, as relevant and required; assists SSCO Director with timely review, approval and signing of correspondence and administrative documents; follows up and reports on the status of correspondence and required actions;
  • Seeks advice from SSCO Country Director, Communications Officer, Head of Programme & Head of Support Services, as well as relevant SSCO Heads of Units to ensure that correspondence and other official and administrative documents are in line with UNOPS corporate rules, practices, work plans, and standards and templates;
  • Registers and reviews incoming correspondence such as messages addressed to the SSCO Director; liaises with SSCO Director’s Office and relevant personnel on correspondence, as required; advises SSCO Director on scheduling based on requests and work load; corresponds with relevant organizations to invite or decline invitations as needed; draws the attention of the SSCO Director or other relevant personnel as appropriate to matters arising; and generally ensures the smooth flow of correspondence to and from the Office of the SSCO Director;
  • Makes all necessary travel arrangements for the SSCO Director, liaising with hosts and counterparts, and in coordination with the Travel Unit, for visa formalities, hotel reservations and issuance of air tickets; handles programme of visits and ensures that all concerned are informed of the SSCO Director’s visit and scheduled activities; coordinates preparation of background documents for meetings and conferences (local and abroad), as well as briefing notes for consultations and visits; helps provide appreciation letters to partners for mission related support;
  • Assists with organization of internal SSCO management meetings, including SSCO Director’s Office meetings, and UNOPS South Sudan Office management and personnel meetings;
  • Under leadership of SSCO Director and Head of Support Services, supports organization of missions from UNOPS headquarters and regional office, as well as other relevant partners and officials, including scheduling of relevant meetings, preparation of relevant background documents, and logistics arrangements such as hotel reservations and transport;
  • Extend the same administrative and coordination support to the SSCO Officer in Charge during absence of SSCO Director; Maintains and updates the electronic and paper file archive of the SSCO Director’s front office;
  • Handles all sensitive issues, staff matters and confidential information considered by the SSCO Director with utmost discretion;
  • Monitors attendance, sick leave and annual leave of staff reporting to the SSCO Director;
  • Performs other duties as assigned by the SSCO Director.

Impact of Results

The key results of this position will have an impact on the overall efficiency of UNOPS in managing project operations and success in introduction and implementation of operational strategies. Strategic approach to operations management, effective and efficient project operations support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programs and projects.

Education

  • Minimum Secondary School Certificate/Diploma, High School Diploma with 5 additional years of relevant professional experience is required.
  • Technical/Professional Diploma with 3 additional years of relevant professional experience is an added advantage;
  • A first level University degree (Bachelor’s Degree) in International relations, Communication, Social Sciences, Business Administration, Logistics, Operations Management, Public Administration or related field with 1 additional year of relevant professional experience is an added advantage.
  • Masters Degree in International relations, Communication, Social Sciences, Business Administration, Logistics, Operations Management, Public Administration or related field is an added advantage.

Experience

  • A Minimum 5 years of relevant experience at the national level in providing Administration and / or Logistics and/or Operations and/or communication support is required;
  • Skills in administration support is a requirement;
  • Prior experience in providing administrative / executive support including travel arrangements is an asset;
  • Previous experience with UN is an asset;
  • Knowledge of UN/UNOPS financial rules and regulations, policies and procedures is an advantage;

Languages

  • Fluency in speaking, writing and reading English required
  • Fluency in another UN languages is an advantage;

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement
Contract level: LICA-5
Contract duration: ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

This is a local position, therefore it is open to the nationals of South Sudan and applicants who have a valid residency work permit to work in South Sudan

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-of...

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

How to apply:

HOW TO APPLY

UNOPS advertises job opportunities through an online recruitment system that helps ensure our recruitments are efficient and transparent. All applications must be submitted through this system.

Applicants can create and save a personal profile, apply for current vacancies, register for UNOPS rosters, monitor the status of an application, search for opportunities and subscribe for job alerts.

Getting started

You must create a profile on our recruitment system to apply to a vacancy or roster. This includes filling in personal information, education, experience, languages, skills and other information. This profile does not have to be completed in one go, but can be saved and updated on an ongoing basis. However, make sure that the application for a specific vacancy is submitted before the closing date.

Create your profile

Need help creating a profile? More information can be found here

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=18591#7

Submitting an application

Once your profile is created, you can apply to specific vacancies or rosters. Please make sure that you only apply to positions for which you fulfill the requirements (education/experience/language). At this point, you may be asked to fill in further details or upload documents relevant to a particular application. Once you are done, click the ‘Submit application’ button.

As a United Nations organization, we value diversity: women are particularly encouraged to apply.