Administrative and Communication Officer

Description of task

Under the direct supervision of the Chief Child Protection or the OIC, the UN Volunteer will undertake the following tasks:

A. General Administration

The candidate will coordinate office administrative tasks including but not limited to:

• Coordination with Child protection staff at HQ and frequent liaison with Field offices staff as to provide necessary administrative support.
• Drafting official e-mails or messages, submitting IOMs, leave requests, MoP, Travel requests to ODSRSG, COS, Human Resources and Mission Support;
• Filing and archiving official correspondences and administrative files/documents;
• provision of administrative assistance during child protection trainings sessions and Section’ retreats;
• Provision of assistance during VIP visits and Chief CP international travels.
• Provision of assistance to staff while dealing with administrative applications used in Peace Keeping: UMOJA, FSS, Ineed, Inspira etc.
• Provision of administrative contribution in processing Trainings and programmatic activities, grants, or other joint activities with substantive sections or the Force as appropriate.
• Identify and resolve diverse administrative issues and problems as they arise, determining the appropriate actions and priorities in response.
• Prepares activity/project documents, especially narrative, costs estimation and budget, in compliance with MONUSCO rules and regulations, prior to submission for final approval and signature by Chief Child Protection or the OIC.
• Provides general office assistance to 25 child protection officers on 10 field offices.
• Log and routes incoming correspondences.
• Set up and maintains files/records
• Organize Chief CPS agenda, meetings, workshops.
• Handle routines administrative tasks, such as preparing travel requests, security clearances, maintaining attendances records, etc.
• Performing other admin duties as required.

B. Communication

• The Admin assistant will coordinate Child Protection outreach and communication campaigns, focussing on the prevention of recruitment and other grave child rights violations including sexual violence,
• He (she) will coordinate and prepare sensitization and awareness raising activities targeting AGs focal points, youth and females focus groups, local communities and community leaders;
• The admin assistant will also develop key messages, communication strategy; communication and outreach materials in support of CPS campaigns to stop recruitment and use of child soldiers.

C. Planning

• The admin assistant will serve as focal point for budget and finance follow up on timeline, feedback, periodic evaluation, and he (she) will ensure administrative coordination of activities/project involving disbursement of funds, procurement of equipment’s etc.
• He (She) will draft reports, identifying shortfalls in delivery, budget overruns, etc. and bringing such gaps to the attention of the management.
• Provide assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
• Assist in monitoring budget against work plan, with respect to various budget requirements.
• Review, analyse and assist in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic activities;
• Assist CPS Chief in the elaboration of resource requirements for budget submissions.
• Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
• Review and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged.
• Monitor extra-budgetary resources, including sub grants from donors, review of agreements with Embassies for example, and cost plans, ensuring compliance with MONUSCO regulations and rules and established policies and procedures.

D. Any ad hoc tasks as prescribed by the Section Chief or his delegates

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

Recognized Degree in the following fields is required;

Human Resources, Administrative Assistance, Communication, Finance, Audit, Risk Management, Accounting.

Required experience: 60 Months Experience remark:

At least five (5) years of progressively responsible experience within the United Nations system or the private sector, in the fields of administration, finance, accounting, human resources, audit, or in other related fields, of which two (2) years should have been at a supervisory role. Experience in peace operations, in a post-conflict environment, is desirable.

Language skills:

• English(Mandatory), Level - Fluent
• French(Mandatory), Level - Working Knowledge

Area of expertise: Human resources management and development, Administration and administrative assistance, Finance, accounting and audit Area of expertise details:

At least five (5) years of progressively responsible experience within the United Nations system or the private sector, in the field of administration, finance, accounting, human resources, audit, or in other related fields, of which two (2) years should have been at a supervisory role. Experience in peace operations, in a post-conflict environment, is desirable.

Driving license: Yes Competencies values:

Accountability, Client Orientation, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams