United Nations RSCE Job Opportunities – Administrative Assistant
Job Title: Administrative
Assistant
Assistant
Organization: United
Nations Regional Service Centre Entebbe (RSCE)
Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Uganda
Grade: FS-4
Vacancy Announcement Number: 14-ADM-RSCE-37271-F-ENTEBBE (M)
Reports to: Service Line
Manager
Manager
About RSCE:
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.
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.
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:
Administrative Assistant FS-4 will carry out the following duties:
1. Human Resources Management:
- 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.
2. Budget and Finance:
- 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.
3. 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.
of the UN Secretariat. For these positions, fluency in English is
required.
Personal Competencies:
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.
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.
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.
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.
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:
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.
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
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