2 Cake Bakery Assistant Job Opportunities - Ginah’s Bakes

Job Title:        Cake Bakery Assistants (2 Jobs) Organization:  Ginah’s Bakes Reports to:  General Manager Salary:  UGX 250,000 / = ...

Administrative Clerk UN Job Opportunities - United Nations Office for Project Services (UNOPS)

Job Title:      Administrative Clerk
Organisation: United Nations Office for Project Services (UNOPS)
Duty Station: Entebbe, Uganda
Reports to: Project Manager and the Project Support Associate
Vacancy Code: VA/2017/B5323/14490

About UNOPS:
United Nations Office for Project Services (UNOPS)’ mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need. Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

About Project:
The ‘Sawlog Production Grant Scheme’ (SPGS) is a Ugandan government project supporting establishment of the commercial forestry industry in Uganda through provision of retrospective subsidized grants to private sector farmers.  This initiative is as an incentive for long term investment in commercial forestry for rural incomes and mitigating climate change. The SPGS aims at increasing the incomes of the rural population through commercial tree planting by medium and large-scale private sector actors and the local communities themselves, while at the same time helping to mitigate climate change effects through intensive afforestation. The Food and Agriculture Organization of the United Nations (FAO) has obtained funding from the European Commission (EC) to support the implementation of this programme.

Job Summary: The Administrative Clerk provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant may take routine decisions on administrative processes based on clearly established guidelines. In performing her/his work, the Administrative Assistant promotes a client, quality and results-oriented approach.

Key Duties and Responsibilities:
Office Support/ Reception Functions:
·         Tasked with routing of telephone calls and communication of messages within the office for appropriate action.
·         Receipt of all visitors and incoming phone calls and directing them relevant unit/ individuals.
·         Booking, setting up, and co-ordination of meetings
·         In charge of the collection, distribution and dispatch of daily incoming and outgoing normal / courier mail and documents.
·         Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
·         Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
·         Maintenance of hard copy and electronic files, reference materials and confidential records as required
·         Support in the preparation of the administrative budget plan for the office
·         Support the monitoring of expenditures against the administrative budget for the office, bringing to the attention of the supervisor any problem or discrepancy that warrants further review.
·         Support to the Petty cash management
·         Preparation of travel authorization for staff members
Office maintenance and assets management
·         Tasked with the maintenance of records on assets management, preparation of reports.
·         Maintenance of files and records relevant to office maintenance
·         Provision of support to maintenance of common premises and common services
Administrative and logistical Functions:
·         Organization of shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
·         Performance of a Buyer role in oneUNOPS and preparation of POs for travel activities, payments, contracts.
·         Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
·         Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
·         Administrative support to conferences, workshops, retreats.
·         Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
·         Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
·         Maintenance of the filing system ensuring safekeeping of confidential materials.
·         Archiving (physically and electronically) and ensuring the internal Data Base for project information is updated
·         Extraction of data from various sources.
·         Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
·         Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Project Manager
·         Assistance in the preparation of budget, provision of information for audit.

Qualifications, Skills and Experience:
·         The ideal candidate for the United Nations Office for Project Services (UNOPS) Administrative Clerk job placement should preferably have completed specialized secretarial training or office management certification. Database management is an asset.
·         A minimum of three years of relevant working experience in programme OR administrative support is required.
·         Languages: Full working knowledge of English is essential. Fluency in one or more additional official UNOPS languages is an advantage. Full working knowledge of Luganda is required.

Personal Competencies:
·         Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
·         Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
·         Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
·         Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
·         Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
·         Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
·         Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional Competencies:
·         Lives and breathes the UNOPS values;
·         Demonstrated drive for continuous improvement and incorporation of lessons learned and best practices into business process routines;
·         Demonstration of professional behaviour and personal ethics, transparency and openness to encourage respect and similar behaviour from colleagues in the workplace.
·         Knowledge of Microsoft Package is required (excel, word, outlook, power point, etc)
·         Knowledge of Data Management – Databases is an asset

How to Apply:
If interested in joining the United Nations Office for Project Services (UNOPS) in the aforementioned capacity, please click on link below to visit website and create profile or express interest if you already have a profile on the UN system.

Deadline: 3rd December 2017

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