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UN Jobs – Office Assistant at United Nations Regional Service Centre Entebbe (RSCE)
Job Title: Office Assistant
Organization: United Nations
Regional Service Centre Entebbe (RSCE)
Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Uganda
Grade: GS-3
Job Opening Number: RSCE/TJO/APM
Reports to: Records
Assistant
Assistant
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.
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 RSC.
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 RSC.
Key Duties and Responsibilities: The Office
Assistant works under the guidance of the Human Resources Officer and direct
supervision of the Records Assistant; he/she will be responsible for the
following duties:
Assistant works under the guidance of the Human Resources Officer and direct
supervision of the Records Assistant; he/she will be responsible for the
following duties:
·
Filing functions, including finding items,
check-out, check-in and recall of items on loan.
Filing functions, including finding items,
check-out, check-in and recall of items on loan.
·
The incumbent will support the maintenance and
development of electronic and manual tools used for the records keeping of
staff files.
The incumbent will support the maintenance and
development of electronic and manual tools used for the records keeping of
staff files.
·
Conducting digitization functions, including
scanning, creating digital objects and postings to designated repositories.
Conducting digitization functions, including
scanning, creating digital objects and postings to designated repositories.
·
In charge of ensuring the completeness of official
status personnel files
In charge of ensuring the completeness of official
status personnel files
·
Render support in assisting in the description and updating
of database activities as required
Render support in assisting in the description and updating
of database activities as required
·
The incumbent will be providing administrative
support for the unit as assigned.
The incumbent will be providing administrative
support for the unit as assigned.
·
Carrying out initial actions in order to acquire
updated materials.
Carrying out initial actions in order to acquire
updated materials.
·
Providing document delivery services as required.
Providing document delivery services as required.
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the United Nations RSCE
Office Assistant vacancy should hold a High school diploma or equivalent.
The ideal candidate for the United Nations RSCE
Office Assistant vacancy should hold a High school diploma or equivalent.
·
At least four years’ experience in library work,
archives, information network administration, or related field is required.
At least four years’ experience in library work,
archives, information network administration, or related field is required.
·
Previous exposure and experience in specific
referencing, cataloguing, indexing, digitization, collection management, etc.
is desirable.
Previous exposure and experience in specific
referencing, cataloguing, indexing, digitization, collection management, etc.
is desirable.
·
Prior experience working in an international
organization is desirable.
Prior experience working in an international
organization is desirable.
·
Past exposure and experience in Personnel
Administration is desirable.
Past exposure and experience in Personnel
Administration is desirable.
·
Computer literacy and proficiency in relevant
computer applications such as Word and Excel.
Computer literacy and proficiency in relevant
computer applications such as Word and Excel.
·
Excellent organizational and concentration skills
Excellent organizational and concentration skills
·
Ability to work in multicultural team
Ability to work in multicultural team
·
Highly trustworthy with an eye for detail
Highly trustworthy with an eye for detail
·
Thoroughness
Thoroughness
·
Fluency in both oral and written English is
required. Knowledge of another official United Nations language is an
advantage.
Fluency in both oral and written English is
required. Knowledge of another official United Nations language is an
advantage.
Personal Competencies:
·
Professionalism: Knowledge of
filing, records-keeping and archiving operations, ability to undertake relevant
research, maintain records in a systematic fashion and retrieve necessary
materials with maximum speed and accuracy. 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. Commitment to implementing the goal of gender
equality by ensuring the equal participation and full involvement of women and
men in all aspects of work.
Professionalism: Knowledge of
filing, records-keeping and archiving operations, ability to undertake relevant
research, maintain records in a systematic fashion and retrieve necessary
materials with maximum speed and accuracy. 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. Commitment to implementing the goal of gender
equality by ensuring the equal participation and full involvement of women and
men in all aspects of work.
·
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.
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.
·
Client Orientation: Considers all
those to whom services are provided to be “clients” 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 ongoing developments inside and
outside the clients’ environment to keep informed and anticipate problems;
keeps clients informed of progress or setbacks in projects; meets timeline for
delivery of products or services to client.
Client Orientation: Considers all
those to whom services are provided to be “clients” 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 ongoing developments inside and
outside the clients’ environment to keep informed and anticipate problems;
keeps clients informed of progress or setbacks in projects; meets timeline for
delivery of products or services to client.
NB: The United Nations does not charge a fee at any
stage of the recruitment process (application, interview meeting, processing,
or training). The United Nations does not concern itself with information on
applicants’ bank accounts.
stage of the recruitment process (application, interview meeting, processing,
or training). The United Nations does not concern itself with information on
applicants’ bank accounts.
How to Apply:
All suitably
qualified candidates should send their applications the following documents:
qualified candidates should send their applications the following documents:
·
Cover Letter (letter of motivation or application
letter);
Cover Letter (letter of motivation or application
letter);
·
The United Nations Personal History form (P-11), Download Here;
The United Nations Personal History form (P-11), Download Here;
·
Proof of required academic certificates;
Proof of required academic certificates;
·
Employment verification letter from most recent
employer;
Employment verification letter from most recent
employer;
·
Internal candidates must submit 2 most recent
performance evaluations and external candidates must submit two reference
letters
Internal candidates must submit 2 most recent
performance evaluations and external candidates must submit two reference
letters
By email:
All applicants
are strongly encouraged to apply by e-mail and must include the Vacancy
Announcement Number and the Job Title and send to: rsce-recruitment@un.org
are strongly encouraged to apply by e-mail and must include the Vacancy
Announcement Number and the Job Title and send to: rsce-recruitment@un.org
By Hand:
Or hand carried
to: RSCE – Entebbe Support Base, Buku Road, P.O. Box 710, Entebbe. Uganda
to: RSCE – Entebbe Support Base, Buku Road, P.O. Box 710, Entebbe. Uganda
NB: Do not submit original certificate(s) with the
application. In line with the UN policy on gender balance, female candidates
are strongly encouraged.
application. In line with the UN policy on gender balance, female candidates
are strongly encouraged.
Deadline: 27th December 2015
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