Administrative Officer
United Nations Mission in South Sudan
Total years of experience :27 years, 6 Months
• Providing advice and guidance to staff with respect to administrative, human resources and logistical procedures, processes and practices.
• Effectively initiating and coordinating actions for all human resource activities for Malakal Field Office such as recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules, regulations and procedures.
• Implementing recruitment processes; identifying upcoming vacancies, including job classification, initiating vacancy announcements and keeping track of status of such vacancy announcements and ensuring that hiring managers are kept informed of progress, reviewing and providing short-list of candidates to hiring managers, scheduling and coordinating written tests, facilitating oral interviews and serving as ex-officio in interview panels, conducting reference checks, verification of academic qualifications processing appointment letters, conducting inductions.
• Advising management and staff on correct interpretation and application of HR policies and procedures.
• Reviewing post incumbency reports for purposes of vacancy management and staffing table control for Mission Support Division, Malakal Field Office.
• Monitoring MSD’s staffing table for various human resource activities such as appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.
• Conducting orientation and on boarding of newly recruited staff
• Supervising and coaching junior staff (administrative assistants).
• Participating in budget preparation for the Field Office ensuring that staffing needs of the office are taken into account.
• As Umoja Focal Person, creating/approving shopping carts and Service Entry Sheets (SES).
• Serving as attendance monitor and managing time and attendance records; approving leave requests and leave reports in Field Support Suite.
• Served as Focal Point for Security Evacuation during the fighting in July 2016 and assisted in the preparation of Staff Priority Category list for Malakal Field Office.
• Assisting in ICSC surveys on living conditions and classification of duty stations.
Key achievements
• Conducted Umoja trainings in 8 states in South Sudan.
• Investigated in Umoja and resolved cases of missed payments for dozens of locally recruited ICs in about 6 States in South Sudan.
• Administered and implemented HR strategies and policies thereby ensuring full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies.
• Provided accurate and sound technical analysis, guidance, interpretation and technical support to management and staff on strategies, rules and regulations.
• Identified upcoming vacancies in coordination with hiring managers and Heads of UN agencies, coordinated and monitored the recruitment process through UNDP Jobshop.
• Implemented and administered effective and timely recruitment process; including drafting job description, job classification, vacancy announcement, screening of candidates, scheduling and conducting written tests, arranging oral interviews, serving as ex-officio in interview panels, conducting reference checks and academic verification, preparation of offer letters and appointment letters.
• Introduced and adhered to recruitment turnaround of 30 calendar days to ensure timely completion of recruitment.
• In consultation with Senior Management and Project Managers, developed and implemented annual recruitment plans for the Country Office and UNDP’s projects.
• Ensured that staff and consultants are recruited in a transparent and consistent manner.
• Provided technical guidance to managers on all aspects of human resources including recruitment and selection.
• Ensured that the administration of all staff benefits including contracts extensions and termination are processed timely, equitably and in a transparent manner.
• Developed HR annual work plan in consultation with the Operations Manager and Resident Representative.
• Identified individual learning needs/priorities based on consultation with supervisors and ensured it is reflected in the performance management system.
• Conducted weekly in-house learning sessions/activities on Human Resources issues.
• Promoted continuous learning in the Country office, ensuring staff complete mandated and required online training courses.
• Provides ongoing guidance, interpretation and technical support to management in all aspects of HR.
• Served as focal point for time and attendance; administered leave and attendance and time management through Atlas HR system.
• Processed all recruitment processes including identifying appropriate contractual modalities ensuring compliance with applicable rules and regulations.
• Advised and counseled staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements.
• Conducted on-boarding of new staff and exit interviews for separating staff.
• Participated in knowledge sharing forums such as the Management Practice Network (MPN-HR).
Key achievements
• Trained staff on the application of the Performance Management System (known as RCA)
• Successfully implemented the new contractual modality for the Country Office in June 2009.
• Developed Induction Kit for UNDP The Gambia
• Successfully re-organized the filing system in the HR office
• Implemented successfully all HR Audit recommendations from the 2007 Audit Report
• Introduced and adhered to turnaround timeline of 30 calendar days for recruitment.
• Reorganised the filing system at the HR Unit.
• Participating in the selection of candidates; including liaising with recruitment agencies and participating in interview panels.
• Conducting reference checks and academic verifications.
• Preparing and dispatching appointment letters.
• Organizing induction and training for new employees
• Arranging and chairing team meetings.
• In charge of the Outstanding D’86s database ensuring that weekly targets are met.
• Supervising the Change of Supply (CoS) team.
• Producing weekly statistical reports for customers and for management.
• Analyzing and finding the root causes of data failure and resolving such causes.
• Liaising with other teams regarding work levels.
• Liaising with Helpdesk regarding the resolution of system issues.
• Resolving customer queries by e-mail and telephone.
Key Achievements:
• Reduced Outstanding D’86s backlog within few months of my appointment at Siemens
• Succeeded in keeping the Outstanding D’86s database below contractual level for three consecutive years.
• Created, with the help of the IT department, an ‘Empty Deem’ script. This resulted in the automation of one of my team’s mundane tasks giving us more time to concentrate on other tasks.
• Participated in the recruitment process of civil servants.
• Co-coordinated with various government ministries and departments regarding staffing issues.
• Deputized the Principal Personnel Officer (PPO) including organizing and conducting induction training sessions for new employees.
• Managed and maintained staff personnel records.
• Supervised Assistant Personnel Officers (APOs); assigned them tasks and motivated them to meet deadlines.
• Conducted job inspection for government ministries and departments and produced reports of findings and recommendations.
• Produced job descriptions and contracts of employment.
• Corresponding with various government ministries on various HR issues.
• Preparing and placing vacancy advertisements in the national press and noticeboards.
• Receiving and compiling applications and preparing long list.
• Facilitating short listing and interview processes and acting as ex-officio.
• Initiating and following up on reference checks and verification of academic qualifications.
• Preparing and dispatching job offers and appointment letters for successful candidate.
• Handling appointments of all temporary staff (Daily Paid employees) in the civil service and processing their wages.
• Preparing written responses to various queries concerning Human Resources issues.
This was Dissertation component for Masters Degree in Development Management.
This was a Post Graduate Diploma in Development Management.
GCE Advanced Level