Administrative Assistant
Organizational Context
This position is within the Office of the Director of Mission Support at the United Nations Mission in South Sudan (UNMISS) in Juba, a non-family duty station. The Administrative Assistant reports to the Senior Administrative Officer (SAO), playing a key role in supporting mission operations and administrative functions.
Job Purpose
The Administrative Assistant provides crucial support to the Office of the Director of Mission Support, ensuring the smooth execution of administrative and logistical tasks. This role involves coordinating VIP and mission visits, managing secretarial duties for committees, and serving as a gatekeeper for executive taskings. The position contributes to the overall efficiency of the mission by managing correspondence, scheduling, meeting support, and assisting with various administrative processes, including contractor management and the Delegations of Authority portal. The role also supports the organization of key meetings and town halls, ensuring timely communication and follow-up on action items to facilitate effective decision-making and operational continuity within UNMISS.
Responsibilities
Coordinate VIP and mission field visits, ensuring comprehensive logistical and administrative support. Serve as Secretary for the Local Committee on Contracts (LCC) and the Gifting Committee. Provide front desk administrative support, managing incoming correspondence, requests, and tracking executive taskings. Record meeting minutes, follow up on action items, and assist in decision implementation. Process administrative requests and documents, including contractor hiring and personnel movement forms, ensuring compliance with policies. Assist in organizing SRSG Town Hall meetings and other significant sessions, briefing the SAO and managing advance questions. Support the management of the Delegations of Authority (DOA) Portal, including updates and processing new DOAs. Draft routine correspondence, schedule meetings, and maintain administrative files. Provide guidance and training to other administrative assistants. Manage operational travel plans, attendance records, and space allocation. Assist with organizing seminars and translations. Prepare financial authorizations, track expenditures, and perform contract management tasks.
Work Experience
A minimum of 6 years of progressively responsible experience in finance, accounting, human resources, audit, administrative services, or related fields within the UN system or the private/non-profit sector is required.
Skills
Professionalism, Accountability, Client Orientation, knowledge of administrative policies and procedures, meeting coordination, correspondence drafting, record keeping, and contract management.