Job Opening
| Vacancy No | UNITAMS-JO- Khartoum -2022-93 |
| Posting Title | Administrative Assistant |
| Level | GS-5 (Fixed-Term) |
| Organizational Unit | Office of Chief Mission Support / Chief of Operations and Resource Management / Chief of Supply Chain and Service Delivery |
| Location | KHARTOUM |
| Number of posts | 03 |
| Issuing Date | 27/03/2022 |
| Closing Date | 10/4/2022 |
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 positions are based in Khartoum.
One incumbent will report to the Office of Chief of Mission Support
One incumbent will report to the Chief of Operations and Resource Management
One incumbent will report to the Chief of Supply Chain and Service Delivery
Responsibilities:
Under the direct supervision of the Chief of Section, the Administrative Assistant will perform the following responsibilities:
General Administration:
• Provides assistance in the preparation and development of the office’s work programme and budget.
• Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary.
• Collects data from relevant databases and assist in preparation of financial reports.
• Provides assistance in the review, and preparation of the medium-term plan and its revisions.
• Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the Section including programmatic aspects, monitors compliance with the medium-term plan and other legislative mandates.
• May assist Section Chief in the elaboration of resources requirements for budget submissions; monitors budget implementation/expenditures and records reallocation of funds as necessary
• Reviews requisitions for goods and services to confirm (a) that correct objects codes of expenditure have been charged, and (b) availability of funds; monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures.
• Assist in the preparation of budget performance submission; assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.
Human Resources Management:
• Performs various actions related to the administration of the work unit’s human resources activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., consistently applying UN rules, regulations, policies and
procedures.
• Maintains vacancy announcement files and updates track vacancy announcements.
• Provides advice and answers general queries on classification procedures and
processes
• Provides information and advice to staff / individual contractors with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors assigned staffing tables for variety of human resources activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfer and movement of staff.
Budget and Finance:
• Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
• Consolidates data received and provides support to the Chief of Section with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and(b) availability of funds.
• Assists in the preparation of statistical tables and standard financial reports.
Contract Administration:
• Provides guidance to mission and/ or 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 teams’ members both at the mission and in outstations.
• Performs other related administrative duties, as required (e.g., 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).
• Performs other duties as assigned.
QUALIFICATIONS AND EXPERIENCE
Education: High school diploma or equivalent is required. Technical training in Finance, Budget, Human Resources Management or Administration is highly desirable.
Work Experience:
A minimum of five (5) years of progressively responsible experience in in the field of administrative services, finance, accounting, audit, contracting and human resources or a combination thereof or a related area.
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.
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 other’ 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 positions; 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, update, 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- Khartoum -2022-93 – 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.
• Please note that any information provided on the P.11 form will be considered binding.
• The selected candidates will be subject to a reference check 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.
