Administrative Assistant at UNMIS - Tanzanian Jobs

Administrative Assistant at UNMIS - Tanzanian Jobs
VA No. UNMIS-GS-11-002
VA Issuance Date: 19 January, 2011.
Deadline for Applications: 08 February, 2011

The United Nations Mission in Sudan is seeking qualified candidates for the following post:

Grade: GL –5
Region (please indicate preference in application): Entebbe (MIS893975)
POST OPEN FOR UGANDAN NATIONALS ONLY
Women are strongly encouraged to apply

Equally-qualified female candidates will be given priority for selection (DPKO Under-Secretary General’s Policy Statement on Gender Mainstreaming). Candidates wishing to return home are also strongly encouraged to apply.

Duties and Responsibilities:
Under direct supervision of the Head of Section, the incumbent together with other administrative colleagues, ensures smooth and efficient running of the Office by providing administrative support and assistance as follows:
• Research and gather data, background materials relating to work plans in the Region, meetings within mission and with other UN Agencies and high level Government Officials.
• Receive and screen all correspondence and other documents addressed to the Head of the Section.
• Draft/respond to correspondence and e-mails; review/edit outgoing correspondence to ensure accuracy and completeness of information and institute follow up action. Make photocopies as necessary.
• Oversee the maintenance and updates of the Region’s staff data and attendance records as well as a proper electronic/hard copy filing system. Establish and maintain a proper filing system.
• Maintain a calendar of appointments of the Head of Section, including official visits within and outside the mission area. Schedule meetings and appointments; maintain files of administrative instructions, information circulars and other rules and regulations.
• Review, process and follow-up on actions related to administration of the Region’s activities.
• Coordinate distribution of work in the office and monitors adherence to deadline.
• Act as back up leave monitor and maintain attendance records for the office. To this end, monitor movement of the section’s personnel in and outside the mission area by ensuring that Movement of Personnel Forms (MOPS) are completed and signed prior to departure.
• Prepare and monitor the office personnel leave plans to ensure continuous smooth work flow while other staff members are on leave, especially during holidays periods;
• Consolidate monthly requests for office supplies for the section;
• Undertake other duties as assigned by the supervisor and be willing to work beyond normal working hours.

Competencies:
Professionalism: Ability to manage processes, maintain accurate records in administrative fields.
Teamwork: Good interpersonal skills. Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with supervisors and colleagues.
Communication: Ability to write in a clear and concise manner and to communicate effectively.
Planning and Organizing: Ability to plan and organize own work effectively in an efficient and timely manner.
Technological awareness: Ability to operate a computer with MS Word, Excel Power Point and Access and databases. Ability to type in English and Arabic.

Qualifications:
Education: High school diploma or equivalent. Post-secondary education at college, university or specialized training institution in office management/business administration and technical and communications skills is an asset.
Experience: At least five (5) years of progressively responsible experience in administration/office management fields. Experience with UN/NGO or other International bodies is an added asset.
Language skills: Fluency in written and spoken English and Arabic. Knowledge of other UN languages is an advantage.
Other skills: Demonstrated ability to apply good judgment in the context of assignments given. Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner.

Candidates should submit with their applications the following documents:
1- Cover Letter (letter of motivation or application letter);
2- The United Nations Personal History form (P-11);
3- Academic Certificate(s) and/or High School/Secondary Diploma;
4- Birth Certificate – if not, a combination of (i) Assessment of Age and National Passport or (ii) Assessment of Age and National ID Card (the Assessment of Age on its own is not acceptable);
5- Three (3) letters of reference from former employers or academic instructors.

By email:
All applicants are strongly encouraged to apply by e-mail and MUST include ONLY the VA No in the subject line of their email.
E.g. VA No. UNMIS-GS-11-002
General Services: unmis-recruitmentgs@un.org

By Mail:
Chief Civilian Personnel Officer, United Nations Mission in Sudan (UNMIS)
Ebeid Khatim Street
Khartoum, 11111,
Sudan

By Hand:
UNMIS Headquarters, Khartoum or through the UNMIS Regional Offices in Juba, Malakal, Wau, Rumbek, Kadugli, Ed Damazin, Abyei and El Obeid
By Fax:
Outside Sudan – 00 249 187 086200
Inside Sudan – 0 187 086200