ADMINISTRATIVE ASSISTANT

Organizational Context

This position is based in Juba within the Front Office of the Special Representative of the Secretary-General (SRSG) at the United Nations Mission in South Sudan (UNMISS). The incumbent will report to the Senior Liaison Officer or a designated official, supporting the effective and smooth flow of work within the SRSG's office.

Job Purpose

The Administrative Assistant is responsible for providing comprehensive administrative and office management support to the Front Office of the Special Representative of the Secretary-General (SRSG) in UNMISS, Juba. This role ensures the efficient and smooth operation of the office by managing the SRSG's calendar, appointments, meetings, and official correspondence. The position also involves coordinating high-level visits, protocol arrangements, and interactions with various stakeholders, including government officials, UN agencies, and donors. Additionally, the role supports mission travel logistics, information management, and the review and formatting of official documentation to meet UN standards, while maintaining confidential records and liaising with support units.

Responsibilities

Provide full administrative and office management support to the SRSG's Front Office, ensuring efficient operations. Manage the SRSG's calendar, appointments, meetings, and official correspondence. Coordinate high-level visits, protocol arrangements, and interactions with government officials, UN agencies, donors, and other stakeholders. Organize mission travel, including visas, security clearances, logistics, and briefing materials. Oversee information management systems for accurate filing, retrieval, tracking, and archiving of documents. Review, quality-check, and format official correspondence, reports, and other documentation according to UN standards. Maintain confidential records and handle sensitive information discreetly. Liaise with other support units on behalf of the SRSG's office. Monitor and follow up on requests to the SRSG, ensuring timely coordination and communication of decisions. Support the planning of official functions and maintain mission contact lists. Coordinate and supervise drivers within the SRSG's office and perform other related administrative duties as required.

Work Experience

A minimum of eight years of progressively responsible experience in administrative services, finance, accounting, human resources, or audit within the UN system or private sector is required. Experience in a UN special political mission, peacekeeping operation, or similar international organization is necessary. Prior experience working in the Front Office of a high-ranking UN Official or Senior Official is also required. Experience in the East African Region is desirable.

Skills

Professionalism, Planning and Organizing, Teamwork, Client Orientation, knowledge of UN systems and Staff Regulations and Rules, administrative functions (budget, HR, database management), information management, communication, discretion, and supervision.

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