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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