ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is in the Office of the Chief of Mission Support of the United Nations Interim Security Force for Abyei, duty station Abyei. The incumbent will report directly to the Chief of Mission Support (CMS) or their designate. ResponsibilitiesWithin the delegated authority, the Administrative Assistant provides comprehensive administrative support to the Office of the CMS, ensuring efficiency and effectiveness in daily operations. - Manage and track the CMS’s daily work calendar, coordinating schedules and appointments. - Oversee the transmission, tracking, filing, and storage of documents within the Office of the CMS. - Draft routine correspondence related to administrative, financial, audit, and personnel matters. - Maintain records of administrative instructions, rules, and regulations and provide guidance to other administrative assistants. - Coordinate extensively with the front offices of the Acting Head of Mission/Force Commander (Ag. HoM/FC), members of the Mission leadership team, MSD Service/Unit Chiefs, and other stakeholders at headquarters and in the field. - Support operational travel planning for the CMS, including leave management, office space allocation, and overall operational travel program. - Identify and resolve diverse issues and problems as they arise, determining the appropriate actions. - Assist in the organization and coordination of forums, conferences, official visits, and translations. - Monitor accounts and payments to vendors and individual contractors for services. - Maintain office technology, including equipment, software, and systems. - Conduct regular reviews of document filing within the Office of the CMS and SharePoint, ensuring updates and maintenance of the landing page. - Contribute to the creation and maintenance of databases, prepare datasets as requested, and respond to data and information queries. - Initiate, review, process, and follow up on human resource-related actions for the unit. - Respond to staff inquiries regarding administrative procedures, policies, and practices. - Maintain and track vacancy announcement files and monitor the status of ongoing recruitment processes. - Oversee administrative records, including time and attendance tracking and performance appraisals in electronic systems. - Assist in preparing budget cost estimates and coordinate with other sections to ensure alignment. - Review expenditures against the approved budget, prepare adjustments, and support the elaboration of resource requirements for budget submissions. - Assist in budget performance reporting and financial analysis. - Perform other related administrative duties as required, ensuring smooth functioning of the Office of the CMS. CompetenciesProfessionalism – Strong organizational and coordination skills, with the ability to manage multiple tasks efficiently, anticipate the needs of the office, and resolve issues proactively. Possession of sound knowledge of administrative procedures, human resources, financial management, and UN systems, enabling them to support the office effectively across a range of operational and administrative functions. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. High degree of commitment to ensure the proper use of the unit’s financial resources. 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 area of work. Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationTechnical or vocational certificate in Administrative services, finance, human resources, business administration or personnel management is required. Work ExperienceAt least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required Previous work in a front office is required. Strong drafting skills in English is required. Experience in international operations in post-conflict environment is desirable. Experience within the United Nations Common System or other comparable international organizations is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).