This position is located in the Office of the Head of Field Office, the United Nations Mission in South Sudan (UNMISS), Yambio Field Office. The incumbent will work under the overall guidance of the Head of Field Office.
Responsibilities
Under the supervision of the Administrative Assistant, the Team Assistant G-4 shall perform the following duties: • Receives and screens all correspondence and other documents addressed to the section; • Drafts official memos, respond to routine correspondence and e-mails, review/edit outgoing correspondence to ensure accuracy and completeness of information and institute follow up action. Make photocopies as necessary. • Provides secretarial, administrative and logistics support; • Assists in the preparation of presentation materials using appropriate technology and software; • Assists in generating of a variety of reports, work orders, etc using various databases. • Maintains calendar/schedules, monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit/section; • Performs data entry functions; • Acts as leave monitor and maintain attendance records for the Section. To this end, monitor movement of the section’s personnel in and outside the mission area ensuring e-Movement of Personnel Forms (MOPs) are completed and approved prior to departure. Process non-UN MOPs ensuring supporting documents are received and requests are in accordance with the Mission mandate. • Prepares and monitors the section’s leave plans to ensure continuous smooth workflow while other staff members are on leave, especially during holiday periods; • Consolidates monthly requests for office supplies for the section; • Establishes and maintains a proper electronic and hard copy filing system for the unit; • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Perform any other duties as required.
Competence
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication: tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
A valid national driving license is desirable. Relevant training in office management/business administration; technical and communications skills is required.
Work Experience
A minimum of three (03) years of practical experience, with an organization or company, experience in general office support or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. Experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of Arabic is desirable.
