Job Title: Administrative Assistant
Organization: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Vacancy Announcement Number: RSCE/TJO/AAG4/2014
The Regional Service Centre Steering Committee is the decision-making body for RSCE, in compliance with General Assembly resolutions, United Nations Secretariat rules and regulations, strategic guidance from United Nations Headquarters and oversight bodies. The Steering Committee consults with the Global Field Support Strategy Implementation Coordination Team, as required.
The Regional Service Centre, as approved by the Member States, is owned, managed and staffed by the regional missions it serves. This framework reinforces the existing missions’ chain of command structures and lines of authority in a manner that does not create an additional layer between Headquarters and the regional missions. It also ensures that staffing for RSCE will be achieved through the redeployment of resources from the regional missions it serves.
Key Duties and Responsibilities: Under the direct supervision of the Unit Chief or his/her designated official, the Administrative Assistant will be responsible for, but not limited to, the following functions:
- Human Resources Management:
- Budget and Finance:
- General Administration;
- Contract Administration:
- Initiates, reviews, processes and follows up on actions related to the administration of the units human resource activities, e.g., assist in the recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Quickly responds to inquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Manages the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Reviews and processes personnel actions through IMIS.
- Supports in the monitoring of staffing table and prepare relevant statistical data/charts.
- Renders support in the preparation and review of financial and human resource proposals/requirements.
- Assists in the monitoring of expenditures and compares with approved budget; review adjustments as necessary.
- Supports managers in the elaboration of resource requirements for budget submissions.
- Actively coordinates with other finance and budget staff on related issues during preparation of budget reports.
- Drafts routine correspondence to respond to queries in respect of relevant administrative, financial, audit, and personnel matters
- Receive and screen all correspondence and other documents addressed to the Section Chief
- Performs other related administrative duties as required (e.g. operational travel programme; monitoring accounts and payment vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; supporting the organization of seminars, conferences and translations).
- Act as leave monitor and maintain attendance records for the office. To this end, monitor movement of the sections personnel in and outside of RSCE
- Maintain a calendar of appointments of the Unit Chief including official visits within and outside RSCE
- Organize and schedule meetings and appointments; maintain files of administrative instructions, information circulars and other rules and regulations.
- Coordinate distribution of work in the office and monitors adherence to the deadlines.
- In charge of reviewing, processing and following-up on actions related to administration of the Section
- Consolidate monthly requests for office supplies for the section;
- Supports in the day-to-day administration of contracts between (he UN and external contractors for outsourced services.
- Assist in the audits of the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
- Support in processing the payment of contractors’ invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UI grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Carry out other duties as assigned by the supervisor.
Qualifications, Skills and Experience:
- The ideal candidate for the UN Administrative Assistant job opportunity should hold a High school diploma or equivalent is required. Possession of a certificate in business administration, finance, or human resources is an advantage.
- Five or more years of progressively responsible experience in administration/office management fields (of which 2 years are ideally with UN and a high level of demonstrated analytical and problem-solving skills).
- Past experience with UN/NGO or other International bodies an added asset.
Languages: English and French are the working languages of the United Nations Secretariat,
For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Professionalism: Ability to perform a broad range of administrative functions, e.g, work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resource rules and regulations in work situations. Shows wide in work and in achievements; demonstrates professional competence; is conscientious and efficient in meeting commitments, observing deadlines and achieving results: is motivated by professional rather than persona 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’ idea 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness iii sharing information and keeping people informed. Client Orientation: Considers all those to whom services are provided to be ‘clients’ and seeks to see things from the 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; keeps clients informed of progress or setbacks; meets timeline for delivery of products or services to client.
How to Apply for the job:
All suitably qualified candidates who wish to join the United Nations in the aforementioned capacity should submit their applications which should include the following documents:
- Cover Letter
- The United Nations Personal History form (P-11), download here
- Proof of required academic credentials (for external applicants)
- Employment verification letter from most recent employer (for external applicants)
- Last two completed Performance Appraisal or two Reference Letters for external applicants
- Other: Please State the Reference in the Subject of Your Application (Vacancy Announcement Number) – Please See Top of Advert
Or Send hard copies to: RSCE Entebbe Support Base, Baku Road, P.O. Box 710, Entebbe, Uganda.
Deadline: 5th December, 2014