Administrative Officer

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible.

Description of task

Under the direct supervision of the Field Administrative Officer (FAO) , the UN Volunteer will undertake the following tasks:

• Coordinating office activities and operations to secure efficiency and compliance to organizational policies;
• Supervise administrative and support staff and dividing their responsibilities to ensure performance;
• Contributes to team effort by accomplishing related results as needed;
• Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records;
• Keep stock of office supplies and place orders when necessary;
• Prepare annual, monthly and other periodic reports and coordinates statistical data.
• Supervises the maintenance of administrative records and databases;
• Assist in resolving administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions;
• Provide information by answering questions and requests;
• Interpret policies and procedures to assigned staff;
• Identify and analyse problems regarding services and/or personnel; recommends solutions;
• Schedule and organise section staff meetings as requested;
• Ensures operation of office equipment by ensuiring preventive maintenance are carried out; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques;
• Assist the FAO in managing budget and financial resources in a cost-effective manner and in strict accordance with UN finance rules and regulations;
• Aid in administering first line human resources management in accordance with UN and UNMISS directives, policies, rules and regulations. Updates orgigrams, staffing lists, coordinates and facitates staff recruitments, responsible for IC administration (including payments);
• When called upon, act as an interview panel member ensuring compliance with the rules governing interview procedure and preparing the necessary reports on the selection process for MSD staff members;
• Follow up day-to-day support issues and sharing of information with support units through email correspondence and extension;
• Brief new sectional arrivals and visiting staff members on SR administrative procedures and local customs;
• Assist coordinate, organise and arrange high level visits to the state;
• Represent the FAO on sectional panels, committees and at meetings in Wau field office.
• Serve and participate as a member of the Wau welfare committee;
• Serve and participate as a member of the Wau occupational health & safety committee;
• Keeping abreast and informing FAO on matters affecting staff health and hygiene;
• Keeping abreast and informing FAO on matters affecting morale and staff welfare;
• Perform related duties as required.

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

Business or public administration

Required experience: 36 Months Experience remark:

• At least 3 years of progressively responsible experience in administration, management, human resources or related fields;
• Experience in a multi-national organisational environment is desirable.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Administration and administrative assistance Area of expertise details:

• Prior experience in administrative and logistics related activities in peacekeeping or other field operations is desirable;
• Broad knowledge and several years’ experience in administration and logistics;
• Solid knowledge of office procedures;
• Strong organization skills with a problem-solving attitude;
• Excellent written and verbal communication skills;
• Attention to detail;
• Solid computer skills, including full proficiency in various MS Office applications (Excel, Word etc.);
• Knowledge of UN IT applications and software desirable;
• Have affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable development, and the UN System;
• Proven work experience as an Administrative Officer, Administrator or similar role;
• Has a sound security awareness.

Driving license: Yes Competencies values:

Accountability, Adaptability and Flexibility, Commitment and Motivation, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

This is a national UN Volunteer assignment, therefore only nationals of (the Programme Country) and legal residents in (the Programme Country or territory) with the status of refugee or with the status of being stateless are eligible to apply.

Application deadline: 29-01-2020