Job Title: Administrative Assistant
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: Within delegated authority, the Administrative Assistant FS-4 will carry out the following duties:
- Human Resources Management:
- Budget and Finance:
- Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification review, separation of staff members, training, etc…, ensuring consistency in the application of UN rules and procedures.
- Actively participate in the selection of candidates for the Section; evaluate and screen applications of such candidates, prepare profiles of candidates, conduct preliminary interviews and identify short-lists of candidates.
- Quickly respond to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices, conditions of service, duties and responsibilities.
- Manage the maintenance of the Section’s vacancy announcement files and keep track of status of current vacancy announcements; ensure that recommendations regarding changes in contractual status of staff comply with established procedure and policy; prepare documents for promotion, special post allowance, review of entry level and within grade allowance panels.
- Support the preparation and review of financial and human resource proposals and consolidate the budget and work programme with respect to the Section’s budget, trust funds, grants and procurement.
- Consolidate data received from other unit’s regarding budget submissions; assist in preparation of supporting narrative and tables regarding the budget cost estimates, coordinate with other sections regarding any clarification or additional input required for the formulation of the yearly section budget.
- Review expenditures and compare with the field mission approved budget; prepare adjustments as necessary. Assist the manager in the elaboration of resource requirements for budget submissions; coordinate with other finance and budget staff on related issues during the preparation of the budget report.
- Render support in the preparation of budget performance submissions and in the finalization of budget performance reports.
- Monitor integrity of various financial databases and verify accuracy of input data, ensuring consistency of data recorded.
- Review requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.
- General Administration:
- Draft routine correspondence to respond to inquiries in respect to relevant administrative, financial audit and personnel matters; schedule meetings and appointments; maintain files of administrative instructions and other rules and regulations; provide guidance and training to other administrative assistants.
- Coordinate extensively with service units and liaise frequently with internal team members both at the Headquarters and in the field.
- Perform other related administrative duties, as required e.g., operational travel plan for unit/section; attendance and leave recording; physical space allocation plans and the identification of office technology needs and maintenance of equipment, software and systems, assist with the organization and coordination of seminars, conferences and translations.
- Guide, train and supervise more junior level staff.
- Perform other duties as required.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations Administrative Assistant should have completed a High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.
- A minimum of six years of progressively responsible experience within the United Nations system or the private sector in the field of finance, accounting, human resources, audit, administrative services, or in other related fields.
- Past exposure and experience working in an international organization is required.
- Prior experience working in conflict or post-conflict environment is desirable.
Languages: French and English are the working languages of the UN Secretariat. For these positions, fluency in English is required.
Professionalism: – Ability and experience across a broad range of administrative functions, e.g., budget/work program, human resources, database management, etc. Knowledge and application of the UN systems, staff rules and regulations. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. High degree of commitment to ensure the proper use of the unit’s financial resources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.
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 in sharing information and keeping people informed.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
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.
How to Apply for the job:
All suitably qualified and interested candidates for the aforementioned United Nations Regional Service Centre Entebbe RSCE Vacancy should Apply Online by Clicking the link below.
Deadline: 23rd September, 2014