Administrative Associate

Under the overall guidance and supervision of the Head of Administration, the Camp Associate assists in the overall management of OCHA compound, administers and executes processes and transactions ensuring high quality and accuracy of work. The Camp Associate promotes a client, quality and results-oriented approach.

Duties and Responsibilities 

Under the direct supervision of the Administrative Analyst, the incumbent will undertake the following tasks:

• Assume technical and coordination responsibilities for the operation of the compound management activities in conjunction with all other key stakeholders;
• Provide technical guidance to contractors and maintenance technicians;
• Ensure systems are in place to deliver services equitably and accountably;
• Assist in the establishment of recreational centre and extra curriculum activities within the compound;
• Develop and maintain existing office infrastructure improving the conditions for staff;
• Ensure office compound has adequate security guards to provide maximum protection.
• Examine the possibility of establishing structured partnership agreements within other UN agencies / NGOs to provide both immediate and sustainable long term management;
• Implement programs using human resources within both compound locations and the local area;
• Provide necessary assessment on the security situation in conjunction with UN security personnel, establish locally appropriate protocols and preparedness plans and fully brief all staff members;
• Manage a small team of tradesmen in electrical, drainage, water and sanitation, traffic management and construction.
• Secure suitable warehousing or storage space;
• Liaise with UN Agencies who may have the above expertise
• Liaison with ADRA on compound management issues
• Provide weekly reports on all aspects of compound management

OUTPUT REQUIRED:

• Ensure necessary security control system in place i.e. reinforcement of the fence and locally appropriate protocols.
• Provide permanent solution to the waste and water system.
• Ensure adequate and sustainable power supply and water (purified + un-purified)
• Ensure proper accounting methodology of camp facilities i.e. billing and cost sharing of the common services with the partner agencies.

COMPETENCIES:

• Professionalism – Good knowledge of administration of compound management; demonstrated problem-solving skills and ability to use sound judgement in applying technical expertise to resolve a wide range of complex issues problems; ability to influence others to reach agreement; ability of work under extreme pressure, on occasion in highly stressful environment and demonstrated ability o formulate conclusions/recommendations.  Commitment detailed oriented and organized, drive for results, embracing diversity, integrity, ability to prioritize, take direction and meet deadlines and team oriented.
• Managing – Leadership and supervisory skills and ability to coach, mentor and develop staff.
• Commitment to Continuous learning – Willingness to keep abreast of new developments in the field.
• Communications – Excellent communication (Spoken and written) skills, including the ability to convey complex concepts and recommendations to staff at senior levels, both orally and in writing in a clear concise style.
• Planning and Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.

Technology Awareness – Fully proficient compute skills and use of relevant software and other applicants, e.g. word processing, spreadsheets etc.

Functional Competencies:  

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things

Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

Strives to keep job knowledge up-to-date through self-directed study and other means of learning

Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems

Provides inputs to the development of simple system components

Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion

Organizes and prioritizes work schedule to meet client needs and deadlines

Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems

Prepares timely inputs to reports

Core Competencies:

Demonstrating/safeguarding ethics and integrity 

Demonstrate corporate knowledge and sound judgment

Self-development, initiative-taking

Acting as a team player and facilitating team work

Facilitating and encouraging open communication in the team, communicating effectively

Creating synergies through self-control

Managing conflict

Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making UNDP Procurement Certification programme

Education:

• Secondary education.  Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement. 

Experience:

• 6 years of relevant experience Ability to work independently and initiate small projects and manage budgets, must have experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems

Language Requirements

How to apply

Interested and qualified South Sudanese citizens meeting the above criteria should submit the following information to OCHA South Sudan, Women are strongly encouraged to apply.

• Covering letter in English (maximum 300 words) explaining why you think you are qualified for this post and why you would like to work for OCHA. Also indicate when you can start work.
• Completed United Nations Personal History Form (UN-P-11) in English providing full details of education, present and past employment, language skills, computer skills, etc.  Please state your full name and the exact job title as the subject in your e-mail application. Please use this link to get P11 form http://sas.undp.org/Documents/P11_Personal_history_form.doc

Applications received after this date will not be considered. Only qualified candidate should apply, and only those who have been short listed will be contacted.