The Ugandan Jobline

• Maintain hard and electronic office files
  and records; classify and code material relating to a variety of topics;
• The jobholder will also search and
  retrieve office files, and reproduce documentation and background material
  for reference and action by the supervisor, as and when required; –
  Receive, register, route correspondence and office pouch.
• Maintain a follow up system
• The incumbent will draft routine
  correspondence, memoranda and reports. Format more complex documents by
  using the appropriate technology.
• Facilitate implementation of Personnel
  administrative formalities and processing of documents in relation to
  official travels, leaves and movements of staff. Support staff members
  with processing personnel-related documentation.
• Maintain office inventory and stocks of
  office supplies. Monitor the asset management track to ensure all admin
  procurements and disposal of UNHCR property are done and recorded
  accurately.
• Support the Associate Field Officer to
  monitor and record expenditure/disbursement of funds. – Following
  instructions from the supervisor make logistic and administrative
  arrangements for seminars, workshops, and briefings that may be required by
  the Office/Division.
• The jobholder may also regulate and
  monitor routine provision of services and/or shifts from providers, as and
  when applicable;
• Monitor office/compound facilities and
  equipment and in consultation with the supervisor take appropriate action
  to ensure proper functioning at all time.
• Perform any other responsibilities/functions
  deemed necessary by the supervisor/or senior manager in order to meet the
  level of the services in the organization. 

• The ideal candidate for the United Nations
  UNHCR Administrative Assistant job placement should have competed Secondary
  education or equivalent technical or commercial school with
  certificate/training in Business Administration, Finance, Office
  Management, Human Resources or other related field.
• At least three years (for secondary
  education holder) or 4 years (for certificate/training holder) of previous
  job experience relevant to the function;
• Good computer skills i.e. proficiency in
  the use if MS office and MSRP People soft applications)
• Good knowledge of UNHCR Admin and Financial
  rules, procedures and processes is desired
• Prior exposure to UNHCR refugee operations
  and functions relating to field office administration
• Completion of UNHCR learning programmes or
  specific training relevant to functions of the position is an added
  advantage
• Fluency in English and working knowledge
  of another relevant UN language or local language duty station.

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