United Nations UNISFA Careers – Administrative Assistant

Organization: United Nations
Interim Security Force for Abyei (UNISFA)
Duty Station: Entebbe,
Grade: FS4
Job Opening Number: 14-ADM-UNISFA-38636-F-ENTEBBE
Report to: Chief
Administrative Services
The Security Council, by its resolution 1990 PDF Document of 27 June
2011, responded to the urgent situation in Sudan’s Abyei region by establishing
the United Nations Interim Security Force for Abyei (UNISFA). The Security
Council was deeply concerned by the violence, escalating tensions and
population displacement.
The operation will monitor the flashpoint border between north and
south, and is authorized to use force in protecting civilians and humanitarian
workers in Abyei.
UNISFA’s establishment came after the Government of Sudan and the Sudan
People’s Liberation Movement (SPLM) reached an agreement in Addis Ababa,
Ethiopia, to demilitarize Abyei and let Ethiopian troops to monitor the area.
Key Duties and
Within delegated
authority, the Administrative Assistant FS-4 will carry out the following
1. Human Resources Management:
  • Initiate, review, process and follow-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 review,
    separation of staff members, training, etc…, ensuring consistency in the
    application of UN rules and procedures.
  • Update and maintain a roster of
    prospective candidates; participate in the selection of candidates for
    secretarial, clerical and field service related category positions;
    evaluate and screen applications of such candidates, prepare profiles of
    candidates, conduct preliminary interviews, conduct roster searches for
    vacancies and identify short-lists of candidates.
  • Manage the maintenance of the mission
    vacancy announcement files and keep track of status of all current vacancy
    announcements; ensure that recommendations regarding changes in
    contractual status of staff comply with established procedure and policy;
    convene rebuttal and recourse panels; prepare documents for promotion,
    special post allowance, review of entry level and within grade allowance
  • Maintain and monitor the mission staffing
    table and prepare relevant statistical data and charts as required.
2. Budget and Finance:
  • Support in the preparation and review of
    financial and human resource proposals and consolidate the budget and work
    programme with respect to the field mission’s budget, trust funds, grants
    and procurement.
  • Consolidate data received from other
    sections regarding budget submissions; assist in preparation of supporting
    narrative and tables regarding the budget cost estimates, coordinate with
    other sections regarding any clarification or additional input required
    for the formulation of the yearly budget.
  • Technically support managers in the
    elaboration of resource requirements for budget submissions;
  • Actively monitor integrity of various
    financial databases and verify accuracy of input data, ensuring
    consistency of data recorded.
  • Intuitively review requisitions for goods
    and services to ensure correct objects of expenditure have been charged
    and availability of funds.
3. General Administration:
  • Draft routine correspondence to respond to
    enquiries in respect to relevant administrative, financial audit and
    personnel matters; schedule meetings and appointments; maintain files of
    administrative instructions and other rules and regulations; provide
    guidance and training to other administrative assistants.
  • Actively coordinate extensively with
    service units and liaise frequently with internal team members both at the
    Headquarters and in the field.
  • Perform other related administrative
    duties, as required e.g., operational travel plan for unit/section;
    attendance and leave recording; physical space allocation plans and the
    identification of office technology needs and maintenance of equipment,
    software and systems, assist with the organization and coordination of
    seminars, conferences and translations.
  • Guide, train and supervise more junior
    level staff.
  • Perform other duties as required.
Qualifications, Skills and
  • The ideal candidate for the United Nations
    Administrative Assistant should hold a high school or equivalent diploma
    is required. Technical or vocational certificate in administrative
    services, finance, human resources, business administration or related
    area is a requirement.
  • A minimum of six or more (6) years of
    progressively responsible experience within the United Nations system or
    the private sector in the field of finance, accounting, human resources,
    audit, administrative services, or in other related fields.
Languages: English and French are the working languages of the
United Nations Secretariat. For the position advertised, fluency in oral and written
English is required. Knowledge of a second United Nations official language is
an advantage.
Personal Competencies:
Core Competencies:
Professionalism – Ability and experience across a broad
range of administrative functions, e.g., budget/work program, human resources,
database management, good drafting skills, etc. 
Knowledge and application of the UN systems, staff rules and
regulations. Ability to manage processes, maintain accurate records,
interpret/analyse a wide variety of data, and identify/resolve data
discrepancies and activity problems. 
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 & Organising – 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
How to Apply:
All suitably qualified and interested candidates desiring to serve in
the United Nations Interim Security Force for Abyei (UNISFA) as the Administrative
Assistant should express their interest by visiting the UN recruitment website
and clicking Apply Now.
Deadline: 4th December,
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Visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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