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Administrative Officer Job Opportunity at United Nations Regional Service Centre Entebbe (RSCE)

Organization: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Grade: P3
Vacancy Announcement Number: 14-ADM-RSCE-35581-F-ENTEBBE (M)
Reports to: Chief, Regional Service Centre Entebbe (RSCE)

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.

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.

Job Summary: The jobholder will consolidate all the administrative and support functions in the areas of human resources, finance, logistics, administration and budgeting for various field missions within the Regional Service Center.

Key Duties and Responsibilities:
Under the direct supervision of the Chief Regional Service Center, the Administrative officer shall be responsible for the following duties:
1. Human Resource Management: 
  • Follow up with the Field Personnel Division on various related human resource activities e.g., recruitment, placement, performance appraisal, job classification reviews, separation of staff members, ensuring consistency in the application of UN rules and procedures applicable to HR ;
  • Ensure timely recruitment of RSCE staff, UNV, consultants and IC’s, extension of all personnel contracts and VIP requests are addressed timely
  • Update staffing tables and prepare and submit monthly status of incumbency and other reports required by various RSCE stakeholders;
2. Budget and Finance - Budget Formulation:
  • Compile and prepare budget submissions  and performance reports for submission to FBFD Follow up with various Section Chiefs , CITS and other SAUs to define the requirements and justifications.;
  • Prepare special reports, analyses/inputs to all reports to legislative bodies as assigned;
3. Financial management and cost recovery:
  • Review and approve all commitment of resources (Travel, obligations for consultants, constructions, etc.) that are in accordance with the approved budget and certify expenditures.
  • Prepare monthly monitoring report ensuring RSCE expenditure is accurately reflected.
  • Support in the development and implementation of procedures to ensure that appropriate accounting and financial management controls are consistent with UN Policy and Practices.;
4. Asset management:
  • Prepare monthly report on reconciliation of assets and RSCE staffing in coordination with the contributing missions.
  • Offer technical input into the yearly report on status of RSCE holdings and value of assets by missions;
5. General Administration:
  • Draft various types of internal and external communications/ documents including memorandums, Information circulars, administrative instructions, briefings, presentations, proposals etc.
  • Provide audit trail on each area under the Unit’s responsibility and provide timely support to the different audits Supervise staff, performance management and prioritize work load of the administration and resource management unit;
  • Perform back-up functions to other administrative service as requested by the Chief;
  • Perform other related work as required

Key Duties and Responsibilities: 
  • The candidate must hold an advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
  • Five or more years’ experience in administration, finance/budget, accounting, human resources management or related field. 
  • Relevant professional experience in international, governmental or non-governmental organisations.
  • Past exposure and experience working with information systems, such as UMOJA or INSPIRA, is desirable. 
  • Working knowledge of IPSAS is required.
Languages: English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of French is desirable.
           
Personal Competencies:          
Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and logistics in the context of UMOJA, IPSAS and INSPIRA deployment. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluate skills to conduct conclusions and recommendations. Show 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; show persistent when faced with difficult problems or challenges; remain calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjust priorities as required. Allocates appropriate amount 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.
Client Orientation: Considers all those to whom services are provided to be “client” and seeks to see things from 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; monitors on going developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setback in projects; meets timeline for delivery of product or services to client.

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.


Deadline: 7th July, 2014

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