Resident Coordinator System Administrative Assistant Jobs in South Sudan

Resident Coordinator System Administrative Assistant Jobs in South Sudan

Org. Setting and Reporting

The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals.

As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level -support countries in the achievement of their development priorities and the attainment of the SDGs.

This position is located in the Resident Coordinator's Office, and reports to the Resident Coordinator Team Leader.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

Human Resources Management:

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.

• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance:

• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.

• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

• Assists managers in the elaboration of resource requirements for budget submissions.

• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

• Prepares or customizes financial reports from IMIS system generated reports.

• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.

• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).

• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration:

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.

• Processes the payment of contractors' invoices and monitor payments.

• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Coordination & Liaison

• Supports the Head of RCO/RC in general coordination involving Government Ministries and, Representatives.

• Supports the day-to-day operational activities related to the work of the office of the Resident Coordinator.

• Provide supplemental information to the Head of RCO/RC on policy and substantive guidance and other relevant information on the peace process as well as other key political and security developments at the national level.

• Provides timely information and analysis to the Strategic Planner/RC on developments in the country about operations, including crisis management.

• Drafts responses to requests from DCO/UNHQ and supports visiting delegations in Juba and states.

• Assists in follow up on RCO internal coordination activities and programmes.

• Assists in planning, coordinating, and supporting programmatic activities of the office of the Resident Coordinator, particularly where coordination is needed with external partners including government.

• Assists UNSDCF result groups in the implementation of joint workplans to ensure SDG-relevant and SDG-responsive UN operational activities for development.

• Supports Head of RCO in the coordination of inputs for reports and prepares written outputs as required, including review of policy documents and analytical reports, background briefings, talking points, correspondences, and logistics arrangements on RCO consultation process.

• Provides substantive support to organize consultations, meetings, and conferences, including annual UNCT retreat.

• 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.

• Assists with visualizations and updating information material such as web pages or brochures.

• Ensures that requirements and background information used for data analysis are documented.

• Performs other related duties as required.

Competencies

Professionalism:

Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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.

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.

Education

High school diploma or equivalent is required. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative
services, finance, accounting, audit, human resources or related area is required

Work experience with an Enterprise Resources Planning system, such as (ERP – known as
Umoja in the UN) or similar, is desirable.

Work experience with the United Nations or similar international organization is desirable.

A minimum of one (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge in Arabic is a desirable.

How to Apply

For more information and job application details, see; Resident Coordinator System Administrative Assistant Jobs in South Sudan

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