Administration Assistant

Under the direct supervision of the Project Management Support Officer, the Administration Assistant manages and ensures the provision of efficient logistic and transportation support services to the UNMISS staff in Juba. In the discharge of her/his duties, the Administrative Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant promotes a client, quality and results-oriented approach.

Summary of Key Functions  

• Efficient administrative and logistics support of dispatch and shuttle services drivers;

• Transport Services - Facilitate the timely, safe and efficient movements of UNMISS staff;

• Support to knowledge building and knowledge sharing.

A) Efficient administrative and logistics support of dispatch and shuttle services drivers, focusing on achievement of the following results:

• Support in ensuring full driver compliance with UN driving regulations for South Sudan for the effective and efficient safe movement of staff around Juba city;

• Managing the scheduling of driver working hours, allocating driver to routes and tasks while ensuring all dispatch and shuttle transport movement requirements are fully met and executed safely and timely;

• Support driver's recruitment, induction training, performance appraisal and contracts;

• Support in prompt incident reporting involving project personnel and ensure timely and efficient incident management.

B)  Facilitate the timely, safe and efficient movements of UNMISS staff: focusing on achievement of the following results:

• Support in the coordination of efficient movement of UNMISS staff;
• In coordination with UNMISS transport department, update and take custody of weekly driver movement rooster;
• Follow up issuance of driver permit and other compliance documents.

C) Facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Support the Project Management Support Officer in the identification of drivers training needs and organizing any required training e.g. vehicle management, radio user training and ensure refresher training are planned for and conducted;

• Support in ensuring timely preparation and submission of accurate reports as required by the Project Management Support Officer and UNMISS;

• Support the Project Management Support Officer in the development of service improvement matrices ensuring regular service improvements are effected;

• Support the Project Management Support Officer in the management of project documents including staff files, complaints reports, monthly reports and all reports and documents relating to the management of the service;

Impact of Results

The key results have an impact on the overall efficiency of UNMISS Juba dispatch and shuttle services ensuring the safe and timely transport of staff between locations in full adherence with UN transport movement policies. Strategic approach to transport service provision and continuous improvement of service delivery with the capacity improvement of the drivers will be achieved.

• Secondary School Certificate is required;

• Bachelors’ degree or Master or Phd in Business Administration, Public Administration, Logistics or related fields is an added advantage.

• Minimum 4 years of work experience in administration, logistics, operations or fleet management is required;
• Previous experience with UN agencies is an advantage;
• Knowledge of South Sudan driving rules and regulations is an added advantage.

• Fluency in speaking, writing and reading English is required;

• Knowledge of Arabic language is desired.

Contract type: Individual Contractor Agreement 

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

• This is a local post. As such, it is only open to South Sudanese nationals or persons with valid residence permits.

The UNOPS South Sudan office helps a wide range of local and international partners improve the lives of the South Sudanese people by implementing infrastructure and procurement projects. All UNOPS operations have an increasing emphasis on developing national capacities and considering gender, environmental and community concerns. UNOPS is working in a range of sectors in South Sudan including: transport, education, health, post-conflict stabilization and emergency response.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.