Job Opening
| Vacancy No | UNITAMS-TJO-KHARTOUM-2022- |
| Posting Title | ADMINISTRATIVE ASSISTANT – EL FASHER, FS5 (Temporary Job Opening) |
| Job Code Title | ADMINISTRATIVE ASSISTANT |
| Department/Office | United Nations Integrated Transition Assistance Mission in Sudan |
| Duty Station | EL FASHER |
| Posting Period | 21 March 2022 – 27 March 2022 |
| Job Opening Number | 22-Administration-UNITAMS-177092-J-El Fasher (R) |
| Staffing Exercise | N/A |
Org. Setting and Reporting
The position is located in the United Nations Integrated Transition Assistance Mission in Sudan (UNITAMS). Security Council Resolution 2579 (2021) of 3 June 2021 decided that, in line with its strategic objectives and support to the Government of Sudan’s national priorities, UNITAMS should, amongst others prioritise support to ceasefire monitoring in Darfur. This is in response to the role envisaged for the United Nations in the Juba Peace Agreement under which UNITAMS, at the request of the Government of Sudan is to Chair the Permanent Ceasefire Committee (PCC). The PCC will be headquartered in El Fasher with Sectorial Committees and Field Teams deployed in all Darfur states and is accountable to the JHMC.
The position is based in El Fasher, Sudan and is located in the Secretariat of the PCC. The Administrative Assistant reports to PCC Chair for day to day tasking.
Responsibilities
Within the limits of delegated authority, the Administrative Assistant will be responsible for performing the following duties:
Coordination and Administration
• Ensures development, preparation, coordination and monitoring of work plans, strategies, and programmes for the administrative and logistics activities of the area of responsibility of the regional office and takes the lead role in securing the required human, financial and logistical resources in order execute the various activities in the region.
• Oversees work related to procurement, billing and receipt of income from various services,
operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
• Reviews adequacy of field mission’s space requirements.
• Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• Performs other related work as required.
Human Resource Management
• Effectively coordinates actions relative to the administration of human resource activities, ensuring consistency in the application of UN rules and procedures.
• Provides information on conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Budget and Finance
•Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
•Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan.
•Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources.
•Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
•Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
•Provides guidance and leadership to more junior staff.
General Administration
• Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Provides assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission.
• Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations)
Competencies
Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Demonstrated in-depth technical knowledge of all aspects of administration with proven analytical skills. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
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.
Education
High school or equivalent diploma is required. Technical or vocational certificate in business or public administration, finance, human resources management, accounting or related area is required.
Work Experience
At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, budget and finance, accounting, human resources, or in other related fields is required.
Experience in international operations in a post-conflict environment is required.
Previous experience working in the front office of a senior public official is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Basic knowledge of Arabic is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
• This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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.
