Administrative Assistant, Juba, South Sudan
Organization: UNDP - United Nations Development Programme
Country: South Sudan
Office: UNDP Juba
Closing date: Friday, 28 August 2020
Administrative Assistant (only for South Sudanese Nationals)
Advertised on behalf of : Location : Juba, SOUTH SUDAN
Application Deadline : 28-Aug-20 (Midnight New York, USA)
Additional Category : Gender Equality
Type of Contract : Service Contract
Post Level : SB-3
Languages Required : Arabic English
Starting Date : (date when the selected candidate is expected to start) 01-Oct-2020
Duration of Initial Contract : 1 Year
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the centre of all its efforts, UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States‘ priorities and efforts, building effective partnerships with civil society and other relevant actors.
Under the guidance and supervision of the Country Representative, the Administrative Assistant provides support to front office and operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
Implementation of operational strategies;
Support to effective and efficient functioning of the Country Representative Office;
Support to administrative and logistical services;
Support to knowledge building and knowledge sharing.
1. Ensures implementation of operational strategies, focusing on achievement of the following result:
Provision of inputs to preparation of administrative team results-oriented workplans.
2. Ensures effective and efficient functioning of the Country Representative (CR) Office, focusing on achievement of the following results:
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Draft routine correspondence, interoffice circulars, general briefing notes and minutes of meetings when requested, translations when required;
Maintenance of files and records relevant to CR office;
Prepare and monitor the quarterly Leave and Mission Plan and Annual Leave Planner for the Office;
Maintain log of incoming and outgoing mail files (in hard copies and electronically) as appropriate;
Arrange courier services.
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
Establish requisitions for Operations and maintain vendor profiles in Atlas and preparation of POs documentations for travel activities;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
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Administrative support to conferences, workshops, retreats;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
Maintenance of the front office filing system ensuring safekeeping of confidential materials;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
Participation in the training for the operations/projects staff on administration.
Demonstrates commitment to UN Women mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies: Knowledge Management and Learning
Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of Programme/ projects documentation, filing, provision of information;
Good knowledge of Results Management Guide and Toolkit.
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.
Required Skills and Experience
Education: Secondary education. Certification in administration desirable.
Experience: 5 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Language Requirements: Fluency in English and Arabic languages.
Interested applicants can apply online or by submitting their application to UN Women Office in Juba in a sealed envelope by indicating the title of the position on the envelop;
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
Kindly note that the system will only allow one attachment, scan your documents into one single file. Applications without the completed UN Women P-11 form will be treated as incomplete and may not be considered for further assessment.
Qualified women candidates are highly encouraged to apply.
Note: In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.