Team Assistant UN Admin Diploma Jobs – United Nations Office of Internal Oversight Services (OIOS)

Job Title:    Team Assistant
Organization: United
Nations Office of Internal Oversight Services (OIOS)
Duty Station: Entebbe,
Job Opening Number: OIOS/JO/LL/002/08-2018
Grade: P4
Reports to: Auditor-
in- Charge and the Chief of Service
About OIOS:
The Office of
Internal Oversight Services (OIOS) was established in July 1994 as an
operationally independent office that assists the Secretary-General in
fulfilling his internal oversight responsibilities in respect of the resources
and staff of the Organization through monitoring, internal audit, inspection,
evaluation and investigation. The Office has the authority to initiate, carry
out and report on any action it considers necessary to fulfill its
responsibilities with regard to its oversight functions.
Key Duties and Responsibilities: Within delegated authority, the Team
Assistant will carry out the following duties:
  • Performs a wide range of office support
    and administrative functions.
  • Provides general support to auditors in
    performing some audit procedures
  • Responds or drafts responses to routine
    correspondence and other communications; uses standard word processing
    package to produce a wide variety of large, complex documents and reports.
  • Keenly monitors processes and schedules
    related the unit’s outputs, products, tasks, etc.; where applicable,
    assists in the verification of receipt and accuracy of requisite
    documents, approvals, signatures, etc. to ensure compliance with relevant legal,
    financial and other requirements.
  • Researches, compiles and organizes
    information and reference materials from various sources for reports, work
    plans, studies, briefings, meetings/conferences, etc.
  • Generates a variety of standard
    statistical and other reports, work orders, etc., using various databases.
  • Proofreads documents and edits texts for
    accuracy, grammar, punctuation and style, and for adherence to established
    standards for format.
  • Screens phone calls and visitors;
    responds to moderately complex information requests and inquiries (e.g.
    answers requests requiring file search, etc.), and as necessary, refers
    inquiries to appropriate personnel for handling.
  • Provides secretarial, administrative and
    logistics support to meetings, boards, committees, conferences, etc.
  • Assists in the maintenance of websites
    by scanning, converting and posting a variety of documents onto the site.
  • Assists in the preparation of
    presentation materials using appropriate technology/software.
  • Maintains calendar/schedules; monitors
    changes and communicates relevant information to appropriate staff inside
    and outside the immediate work unit.
  • Performs data entry and extraction
  • Reviews, records, distributes and/or
    processes mail and other documents; follows-up on impending actions.
  • Updates and maintains large distribution
    lists; monitors, prepares and distributes various materials, reports,
    where possible using electronic formats; handles arrangement for printing
    and translation as necessary; coordinates shipment arrangements, courier
    services, etc.
  • Performs general administrative tasks
    (e.g. leave and attendance recording, arrangements for meetings and other
    events, reservations, budget follow-up, etc.), to include preparing and/or
    processing administrative requests/documents (e.g. requisitions, purchase
    orders, travel requests, contracts, expenditure authorizations, visa
    applications, etc.).
  • Maintains files (both paper and
    electronic) and databases for work unit.
  • Assists in providing software and office
    equipment support.
  • Offers guidance to less experienced
    staff on general office processes and procedures, computer applications,
  • Performs other duties as assigned.

Qualifications, Skills and Experience:
  • The ideal candidate for the United
    Nations Office of Internal Oversight Services (OIOS) Team Assistant job
    placement should hold a High school diploma or equivalent
  • Possession of a diploma qualification in
    administration and/or business studies is desirable
  • A minimum of three years’ experience in
    audit or accounting office support or related area is desirable.
  • Knowledge of another official United
    Nations language is an advantage.
  • Languages:
    Fluency in oral and
    written English is required.
Personal Competencies:
  • Professionalism – Knowledge of general office and
    administrative support including administrative policies, processes and
    procedures. 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.
  • Communication: Speaks and writes clearly and effectively;
    listens to others, correctly interprets messages from others and responds
    appropriately; asks questions to clarify, and exhibits interest in having
    two-way communication; tailors language, tone, style and format to match
    audience; demonstrates openness in sharing information and keeping people
  • 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:
    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
  • Proof of required academic certificates
    i.e. Academic Certificate(s) and/or High School/Secondary Diplomas
  • Latest performance evaluation reports /
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:
Deadline: 10th August 2018
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