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Administrative Assistant UN Job Opportunities - United Nations Regional Service Centre Entebbe (RSCE)

Job Title:                Administrative Assistant
Organization: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: 17-Administration-RSCE-80721-F-Entebbe (M)
Reports to: Service Line Manager
Job Grade: FS5

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 RSC.

Key Duties and Responsibilities:  This position is located in the Regional Service Centre at Entebbe. The Incumbent reports to the Service Line Manager.
Human Resources Management:
  • Coordinate actions with respect to transactions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaise with central administration/ executive services as required.
  • Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
  • Guide staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the mission.
  • Provide advice and answer queries on classification procedures and processes.
  • Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations.
  • Monitor Office's staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.
Budget and Finance:
  • Provide expert assistance and coordination in the preparation and development of the unit’s work programme and budget.
  • Provide support in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary.
  • Collect data from relevant databases and prepare customized financial reports.
  • Provide assistance in the review and preparation of the medium-term plan and its revisions.
  • Keenly review, analyse and assist in the finalisation of the cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects: ensure compliance with the medium-term plan and other legislative mandates.
  • Support the managers in the elaboration of resource requirements for budget submissions. •
  • Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
  • Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments and exchange rates within the Mercury system are updated on a regular basis.
  • Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
  • Assist in the preparation of the year end budget performance report submissions.
  • Assist in finalisation of budget performance reports, analysing variances between approved budgets and the actual expenditures.
General Administration:
  • Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility.
  • Provide assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
  • Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
  • Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission.
  • Perform other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations)

Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations Regional Service Centre at Entebbe (RSCE) Administrative Assistant job opportunity should hold 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 eight years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields are required.
  • At least one year of experience working in a UN field mission is required.
  • Previous experience of working in a field environment in a conflict / post-conflict setting is desirable. Experience working in a UN Shared Service Centre is desirable.
  • Languages: Fluency in oral and written English is required. Knowledge of another UN official language is an advantage.

Personal Competencies:
  • Professionalism: Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc). Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. 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.
  • 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.
  • 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. 
 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.

How to Apply:
All suitably qualified and interested candidates desiring to serve the United Nations Regional Service Centre at Entebbe (RSCE) in the aforementioned capacity should express their interest by visiting the UN recruitment website and clicking Apply Now.

Deadline: 18th June 2017

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