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

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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