Country: South Sudan
Closing date: 09 Jul 2015
Special Notice
This post is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Org. Setting and Reporting
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in Juba, South Sudan. Under the overall supervision of the Head of Office, OCHA South Sudan, the Associate Administrative Officer reports to the Administrative Officer.
Responsibilities
Within delegated authority, the Associate Administrative Officer will be responsible for the following duties:
PERSONNEL ADMINISTRATION: • Directs the maintenance of the departmental staffing table, advises the Chief of Unit on ways to optimize resources and liaises with substantive offices. • Supervises the work of the Human Resources Assistant, Administrative Assistant and Administrative Clerks. • Checks for accuracy and approves Personnel Actions. • Advises staff on entitlements and liaises with Personnel Service. • Verifies the monthly Duty Status Summary. • Drafts or directs the drafting of, personnel-related correspondence. • Liaises with Unit’s Administrative Officers to ensure availability of funds for various personnel actions, under DHA’s various Trust Funds.
RECRUITMENT AND PLACEMENT: • Advises the Chief of Unit on upcoming vacancies. • Initiates and assists incumbents and/or supervisors in, the drafting of job descriptions; prepares requests for announcement of vacancies. • Reviews short-lists received from Personnel Service and prepares the work of Departmental panels, co-ordinates Department’s recommendation of candidate. • Drafts correspondence concerning unsolicited applications and selects applicants to be placed on roster for short-term recruitment or consultancies.
OTHER RESPONSIBILITIES: • Supervises the maintenance of personnel and personnel related files, and ensures the maintenance of an effective and transparent filing system. • Supervises the Department’s Internship Programme, handles correspondence with applicants and maintains roster of interested candidates. • Reviews procedures of personnel administration in the Unit and initiates improvements/streamlining as necessary.
Competencies
PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. 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 areas of work.
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.
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.
Education
An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).
Work Experience
A minimum of two years of progressively responsible experience in administration, finance,human resources management or related area. International field experience in emergency situations is desirable. Experience within the United Nations common system or other international organizations handling administrative-related matters is desirable. Field experience in the Region (North-East Africa) is desirable. No experience is required for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
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
How to apply:
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
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