Administrative Assistant

About the role

This Administrative Assistant position is based in Juba, within the Office of the Director of Mission Support of the United Nations Mission in South Sudan (UNMISS). It reports to the Senior Administrative Officer and covers a wide range of administrative, secretarial and support duties.

Key responsibilities

• Coordinate VIP visits to missions and DMS fields, liaising with internal team members and arranging logistical and administrative support.
• Act as Secretary of the Local Committee on Contracts (LCC) and Secretary to the Gifting Committee.
• Support the ODMS front desk: coordinate and plan the unit's programme of work, handle incoming correspondence and requests and track them to completion.
• Take minutes of meetings, follow up on action items and help implement decisions.
• Prepare and process administrative requests and documents, such as contractor hiring requests and non-UN personnel movement forms, ensuring compliance with policies before approval.
• Help organize SRSG Town Hall meetings, prepare briefing materials and follow up on meeting records published on the Intranet.
• Maintain the Delegations of Authority (DOA) portal, process new DOAs and set up roles in Umoja.
• Draft routine correspondence, schedule meetings, maintain files of administrative instructions and rules, and guide and train other administrative assistants.
• Handle travel plans, attendance and leave records, office space allocation, equipment and software maintenance, and support seminars, conferences and translations.
• Prepare financial authorizations, track expenditure against obligations and carry out contract management tasks.

Required profile

• High school diploma or equivalent.
• At least 6 years of progressively responsible experience in the UN system and/or the private or not-for-profit sector in finance, accounting, human resources, audit, administrative services or related fields.
• English at UN Level II (reading, writing, listening and speaking); French is also a working language of the Secretariat.
• Only roster applicants eligible under the UN's "Recruit from Roster" scheme may apply, and applicants must be willing to accept the offer if selected.