UN Administrative Assistant Jobs – United Nations Regional Service Centre Entebbe (UNRSCE)

Job Title:                 Administrative Assistant
Organization: United Nations
Regional Service Centre Entebbe (UNRSCE)
Duty Station: Entebbe,
Uganda
Job Opening Number:
RSCE/GJO/005/06/2017
Reports to: Chief of Unit
Grade: GS-5
About UNRSCE:
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:   
Within delegated
authority, the Administrative Assistant will carry out the following duties:
  • The
    incumbent ensures implementation of operational strategies of the
    service line by focusing on full compliance of administrative activities
    with RSCE rules, regulations, policies and strategies and the provision of
    inputs to the service line’s administrative business processes mapping and
    implementation of the internal standard operating procedures.
  • The
    jobholder also ensures effective and efficient functioning of the service
    line by maintaining contact with visitors and staff, make arrangement of
    appointments and meetings including meeting room reservation;
    compiling and preparing briefing and presentation material, background
    information and documentation for meetings. Supports the service line with
    leave monitoring and maintaining leave and absences.
  • Tasked
    with making arrangements of travel and hotel reservations,
    processing requests for visa, ID cards and other documents. Provide
    administrative support to conferences, workshops, retreats. Research and
    retrieval of statistical data from internal and external sources,
    preparation of statistical charts, tables and reports. Follow up on
    deadlines, commitments made, action taken and coordination of collection
    and submission of reports to Service line managers.
  • Assists with archiving and maintenance of
    the filing system ensuring safekeeping of confidential materials.
  • Offers
    support to office maintenance and assets management by maintaining records
    on assets management, preparation of reports and support in asset
    certification processes. Maintaining files and records relevant to the
    service line; maintenance of office stationary supplies and any
    other related tasks.
  • Participates
    in relevant training for administrative staff.
  • Ensures
    effective administrative and logistical support by assisting support
    services provided to all RSCE staff and staff of the Client Missions.
    Support the administrative Officer in drafting and maintaining SOPs
    and FAQs.
  • The
    jobholder also enters, maintains and certifies administrative data and
    records for time and attendance, performance appraisal, etc. in electronic
    information systems.
  • Reviews
    entitlements-related claims and reports.
  • Offers
    technical advice and guidance to staff with respect to
    administrative procedures, processes and practices, liaising with central
    administrative services as necessary.
  • Keenly
    monitor and evaluate the effectiveness of related guidelines, staff rules,
    HR rules and regulations, practices and procedures, and makes
    recommendations through the Service Delivery Manager where necessary.
  • Maintains
    and reviews organizational staffing tables; prints and reviews reports.
  • Prepares
    processes and follows-up on administrative arrangements and forms
    related to the official travel of staff.
  • The
    jobholder also drafts routine correspondence.
  • Maintains
    files of rules, regulations, administrative instructions and other related
    documentation.
  • Maintains
    up-to-date work unit files (both paper and electronic).
  • Coordinates
    extensively with service lines and liaises frequently with RSCE and Client
    Mission staff.
  • Perform
    other related administrative duties as and when required by the
    Supervisor.
Qualifications, Skills and
Experience:
  • The ideal candidate for the United Nations
    Regional Service Centre Entebbe (RSCE) Administrative Assistant job
    opportunity should hold a High
    school diploma or equivalent is required.
  • At least five (5) years of progressively responsible experience in administrative
    services, human resources, finance, accounting, audit or related
    area is required.
  • One year of experience working in administration or human resources within an
    international organization or non-governmental organization – in a
    conflict or post-conflict setting is desirable.
  • Previous
    experience in a shared service center is desirable.
  • Languages: Fluency in oral and written English
    is required. Knowledge of another official United Nations language is an
    advantage.
Personal Competencies:
  • Professionalism: Contributes to the effectiveness and
    efficiency of the Service Line or Service Delivery by providing
    administrative support and specialized assistance to more senior staff to
    the assigned area of responsibility. 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 areas 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
    and Organizing:

    Develops clear goals that are consistent with agreed strategies;
    identifies priority activities and assignments; adjusts 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.
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 Ugandan candidates should send
their applications with the following documents:
  • The United Nations Personal History form
    (P-11), Download Here; This should be signed
  • Copies of academic certificate (s) and/or
    High School Diploma
  • Latest performance evaluation report (for
    internal UN Candidates)
The applicants with the completed documents are strongly encouraged to
apply via e-mail and must include the Vacancy Announcement Number (check
beginning of this advert) and Job Title to: rsce2-recruitment@un.org
Deadline: 30th July 2017
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