UNITAMS will only accept properly completed and signed Personal History Form (P.11) received before closing date. Please submit your application on the attached P.11 ONLY.  Other UN P.11 formats, incomplete P.11, CV and Resume will not be accepted, nor will late submissions after closing date.

The selected candidate will be expected to deploy in time to commence work as soon as possible.

Applying to this job opening carries an expectation to accept the offer, if selected, subject to clearance of employment reference checks, security and medical.  The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential.

This position is locally recruited open for Sudanese nationals only.

UNITAMS will not provide accommodation to locally recruited staff.

UNITAMS is equal employer for men and women. Female candidates are strongly encouraged to apply.

Under the general supervision of the Political Director or the Chief SCSD, the Administrative Assistant perform the following responsibilities:

Human Resources Management:

• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Process entitlements-related claims and reports.
• Follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.

Budget & Finance:

• Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and(b) availability of funds.
• Assists in the preparation of statistical tables and standard financial reports. 

General Administration:

•        Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.

•        Drafts routine correspondence.

•        Maintains files of rules, regulations, administrative instructions, and other related documentation.

•        Maintains up-to-date work unit files (both paper and electronic).

•        Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning.

•        identification of office technology needs and maintenance of equipment, software, and systems, organizing and

•        coordinating administrative arrangements for seminars, conferences, and translations.  

Contract Administration

•        Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

•        Processes payment of contractors' invoices and monitor the payments.

•        Prepares and processes UN forms and permissions for contractual work and services, including UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys.

• Perform other duties as required by the supervisor.

Education: High school diploma or equivalent is required.  Technical training in Finance, Budget, Human Resources Management or Administration is highly desirable. 

Work Experience: A minimum of three (03) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, contracting and human resources or a combination thereof or a related area.

Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Arabic is required.

UN CORE VALUES AND COMPETENCIES

Professionalism: Shows persistence when faced with difficult problems or challenges. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; Is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Assessment:

Evaluation of qualified candidates may include a written assessment followed by a competency-based interview.

APPLICATION PROCESS:

• Applicants must accurately complete, update, sign and date the attached United Nations Personal History form (P.11 ONLY and forward the duly completed signed P.11 by e-mail to:unitamsrecruitment@un.org
• Applicants should COPY UNITAMS-JO-KHARTOUM-2021-36 – Administrative Assistant in the SUBJECT line of the email when submitting their signed P.11 form. UNITAMS will not consider any applications which are not received directly in the VA mailbox. Other UN P.11 formats and incomplete P.11 will not be accepted.
• Please note that any information provided on the P.11 form will be considered binding.
• The selected candidates will be subject to a reference checks to verify the accuracy of the information provided in the P.11 form.
• Only applicants who are short-listed will receive an acknowledgement within two weeks from the deadline indicated on the VA.

Qualified female candidates are highly encouraged to apply.

 Download UNITAMS P11 Supplementary Sheet