Administration Senior Assistant (Maternity Cover)

The Administration Senior Assistant (Maternity Cover) will report directly to the OC Director and Country Representative the Administrative senior Assistant to the Director provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative senior Assistant to the Director may take routine decisions on administrative processes based on clearly established guidelines. In performing her/his work, the Administrative Senior Assistant to the Director promotes a client, quality and results-oriented approach. 

Functions/Key Results Expected 

1. Manages the AFR, ETMCO, South Sudan Director's front office, including appointments and daily schedule; assists in following up with tasks and activities, and maintains an up-to-date schedule of appointments and activities including UN Country Team, UN Liaison Team and Security Management Team meetings; ensures relevant background documentation and talking points are made available for meetings and events as required; makes arrangements for and receives visitors; liaises to address official requests and telephone calls concerning the work of the AFR, ETMCO, South Sudan Director;
2. The Administrative senior Assistant is required to work closely with all units within UNOPS AFR, ETMCO, South Sudan, including personnel in the field and projects, to follow up on a wide range of issues relating to the functioning of the front office of the AFR, ETMCO, South Sudan Director; 
3. Establishes and maintains contacts, and liaises by telephone and/or email, with representatives and officials from partners, permanent missions; government ministries, international organizations, and research and academic institutions, as required; 
4. Drafts, formats, registers and dispatches official correspondence for the review of AFR, ETMCO, South Sudan Director, as well as AFR, ETMCO, South Sudan Head of Programme and Head of Support Services, as relevant and required; assists AFR, ETMCO, South Sudan Director with timely review, approval and signing of correspondence and administrative documents; follows up and reports on the status of correspondence and required actions; 
5. Seeks advice from AFR, ETMCO, South Sudan Head of Programme & Head of Support Services, as well as relevant AFR, ETMCO, South Sudan Heads of Office to ensure that correspondence and other official and administrative documents are in line with UNOPS corporate rules, practices, work plans, and standards and templates; 
6. Registers and reviews incoming correspondence such as messages addressed to the AFR, ETMCO, South Sudan Director; liaises with AFR, ETMCO, South Sudan Director's Office and relevant personnel on correspondence, as required; advises AFR, ETMCO, South Sudan Director on scheduling based on requests and work load; corresponds with relevant organizations to invite or decline invitations as needed; draws the attention of the AFR, ETMCO, South Sudan Director or other relevant personnel as appropriate to matters arising; and generally ensures the smooth flow of correspondence to and from the Office of the AFR, ETMCO, South Sudan Director; 
7. Makes all necessary travel arrangements for the AFR, ETMCO, South Sudan Director, liaising with hosts and counterparts, and in coordination with the Travel Unit, for visa formalities, hotel reservations and issuance of air tickets; handles programme of visits and ensures that all concerned are informed of the AFR, ETMCO, South Sudan Director's visit and scheduled activities; coordinates preparation of background documents for meetings and conferences (local and abroad), as well as briefing notes for consultations and visits; helps provide appreciation letters to partners for mission related support;
8. Assists with organization of internal AFR, ETMCO, South Sudan management meetings, including AFR, ETMCO, South Sudan Director's Office meetings, and UNOPS South Sudan Office management and personnel meetings; 
9. Under leadership of AFR, ETMCO, South Sudan Director and Head of Support Services, supports organization of missions from UNOPS headquarters and regional office, as well as other relevant partners and officials, including scheduling of relevant meetings, preparation of relevant background documents, and logistics arrangements such as hotel reservations and transport; 
10. Extend the same administrative and coordination support to the AFR, ETMCO, South Sudan Officer in Charge during absence of AFR, ETMCO, South Sudan Director; Maintains and updates the electronic and paper file archive of the AFR, ETMCO, South Sudan Director's front office; 
11. Handles all sensitive issues, staff matters and confidential information considered by the AFR, ETMCO, South Sudan Director with utmost discretion;
12. Monitors attendance, sick leave and annual leave of staff reporting to the AFR, ETMCO, South Sudan Director; 
13. Performs other duties as assigned by the AFR, ETMCO, South Sudan Director.

Education 

• Minimum Secondary School Certificate is required. 
• A first level University degree (Bachelor's Degree) in International relations, Communication, Social Sciences, Business Administration, Logistics, Operations Management, Public Administration a related field is an added advantage 

Work Experience 

• A Minimum 5 years of relevant experience at the national level in providing in Administration and/ or Logistics and/or Operations and/or communication Support  is required; 
• Previous experience with UN is an asset; 
• Knowledge of UN/UNOPS financial rules and regulations, policies and procedures is an advantage; Experience in a post conflict/conflict situations is an advantage; 
• Skill in administration support is required 

Language 

• Fluency in speaking, writing and reading English required 
• Fluency in another UN languages is an advantage; 

[Instructions: Please delete this paragraph and insert relevant information below:

1. Contract type:  Local Individual Contractor Agreement
2. Contract level: LICA-5
3. Contract duration: ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’                                                                                                                                                                                                                                                                                                      For more details about the ICA contractual modality, please follow this link:

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.