Senior Administration Assistant (6 Months Maternity Cover)

Under the guidance and supervision of the Country Director and Representative the Senior Administration Assistant to the Country Director provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Senior Administration  Assistant to the Country Director may take routine decisions on administrative processes based on clearly established guidelines. In performing her/his work, the Senior Administration Assistant to the Country Director promotes a client, quality and results-oriented approach.

The Senior Administration Assistant to the Country Director works in close collaboration with, Communications,  Support Services, Programme and Project staff in the Country Office, as well as with staff of other UN agencies to exchange information and ensure consistent service delivery.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Functional Responsibilities

The Senior Administration Assistant will be based in Juba and reports to the Country Director who provides broad supervision and guidance. The role is responsible for managing South Sudan Country Office Director Front Office, closely working with all units within UNOPS SSCO, Establish and maintain contacts  and liase by telephone or emails, seeks advise from  Communications Officer, Partnership Advisor, HoP and HoSS, Register and review correspondences and make all necessary arrangements for the SSCO Director.

Functions / Key Results Expected

• Manages the SSCO 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 SSCO Director;
• The Senior Administration Assistant is required to work closely with all units within UNOPS SSCO, 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 SSCO Director;
• 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;
• Drafts, formats, registers and dispatches official correspondence for the review of SSCO Director, as well as SSCO Head of Programme and Head of Support Services, as relevant and required; assists SSCO Director with timely review, approval and signing of correspondence and administrative documents; follows up and reports on the status of correspondence and required actions;
• Seeks advice from SSCO  Country Director, Communications Officer, Head of Programme & Head of Support Services, as well as relevant SSCO Heads of Units to ensure that correspondence and other official and administrative documents are in line with UNOPS corporate rules, practices, work plans, and standards and templates;
• Registers and reviews incoming correspondence such as messages addressed to the SSCO Director; liaises with SSCO Director’s Office and relevant personnel on correspondence, as required; advises SSCO 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 SSCO 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 SSCO Director;
• Makes all necessary travel arrangements for the SSCO 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 SSCO 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;
• Assists with organization of internal SSCO management meetings, including SSCO Director’s Office meetings, and UNOPS South Sudan Office management and personnel meetings;
• Under leadership of SSCO 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;
• Extend the same administrative and coordination support to the SSCO Officer in Charge during absence of SSCO Director; Maintains and updates the electronic and paper file archive of the SSCO Director’s front office;
• Handles all sensitive issues, staff matters and confidential information considered by the SSCO Director with utmost discretion;
• Monitors attendance, sick leave and annual leave of staff reporting to the SSCO Director;
• Performs other duties as assigned by the SSCO Director. 

Impact of Results

The key results of this position will have an impact on the overall efficiency of UNOPS in managing project operations and success in introduction and implementation of operational strategies.  Strategic approach to operations management, effective and efficient project operations support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programs and projects.

• Minimum Secondary School Certificate/Diploma, High School Diploma with 5 additional years of relevant professional experience is required.
• Technical/Professional Diploma with 3 additional years of relevant professional experience is an added advantage;
• A first level University degree (Bachelor’s Degree) in  International relations, Communication, Social Sciences, Business Administration, Logistics, Operations Management, Public Administration or related field with 1 additional year of relevant professional experience is an added advantage.
• Masters Degree in International relations, Communication, Social Sciences, Business Administration, Logistics, Operations Management, Public Administration or related field is an added advantage.

• A Minimum 5 years of relevant experience at the national level in providing Administration and / or Logistics and/or Operations and/or communication support is required;
• Skills in administration support is a requirement;
• Prior experience in providing administrative / executive support including travel arrangements is an asset;
• Previous experience with UN is an asset;
• Knowledge of UN/UNOPS financial rules and regulations, policies and procedures is an advantage;

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

• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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.