UN Admin Assistant (Protocol) Job Opportunities – United Nations Development Programme (UNDP)

Job Title:        Admin Assistant (Protocol)
Organization: United
Nations Development Programme (UNDP)
Duty Station: Kampala,
Uganda
Reports to: Administrative
Associate
Grade: G5
About UNDP:
The United Nations
Development Programme (UNDP) is the United Nation’s global development network.
UNDP advocates for change and connects countries to knowledge, experience and
resources to help people build a better life. The UNDP provides expert advice,
training, grant support to developing countries including Uganda with
increasing emphasis on assistance to the least developed countries. 
Job Summary:  The Administrative Assistant-Travel and
Protocol provides support to office operations performing a variety of standard
administrative processes ensuring high quality and accuracy of work. The
Administrative Assistant- Travel and Protocol promotes a client, quality and
results-oriented approach. The Administrative Assistant–Travel and Protocol
works in close collaboration with the Operations, Programme and projects staff
in the CO and other UN agencies staff to exchange information and ensure
consistent service delivery.
Key Duties and Responsibilities: 
Ensures
implementation of operational strategies, focusing on achievement of the
following results:
  • Full compliance of administrative activities with UN/UNDP rules,
    regulations, policies and strategies.
  • Provision of inputs to the CO administrative business processes
    mapping and implementation of the internal standard operating procedures
    (SOPs).
  • Provision of inputs to preparation of administrative team
    results-oriented work plans.
Ensures
Administrative and of privileges and immunities focusing on achievement of the
following results:
  • Prepare requests for resident permits, international/diplomatic
    staff IDs, travel visas, and follow-up for their issuance from Ministry of
    Foreign Affairs. Administers extension of UNLPs and ensures filing and
    sending the supporting documents to
Ensures effective
administrative and logistical support, focusing on achievement of the following
results:
  • Organization of shipments, customs clearance arrangements,
    preparation of documents for UNDP shipments (received/sent), Preparation
    of all necessary documentation, implementation of follow-up actions
  • Performance of a Buyer role in Atlas and preparation of POs for
    travel activities.
  • 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.
  • Arrangement of vehicle transportation, regular vehicle maintenance
    and insurance.
  • Checking and recording of vehicle daily log and gas consumption,
    update and maintenance of vehicle history report.
  • 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.
  • 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 head of unit.
  • Assistance in the preparation of budget, provision of information
    for audit.
Support knowledge
building and knowledge sharing in the CO, focusing on achievement of the
following results:
  • Participation in the training for the operations/projects staff on
    administration.
  • Sound contributions to knowledge networks and communities of
    practice.

Qualifications, Skills and Experience:
  • The ideal applicant for the United Nations UNDP Admin Assistant
    (Protocol) job placement should have completed Secondary education.  Certification in administration is desirable.
  • Three years of relevant experience in administration or programme
    support service.
  • Previous experience in the usage of computers and office software
    packages (MS Word, Excel, etc.)
  • Prior experience in handling of web-based management systems.
  • Fluency in the UN and national language of the duty station.
Competencies
Corporate
Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values
  • Displays cultural, gender, religion, race, nationality and age
    sensitivity and adaptability
Functional
Competencies
Knowledge
Management and Learning
  • Shares knowledge and experience
  • Actively works towards continuing personal learning and development
    in one or more practice areas, acts on learning plan and applies newly
    acquired skills
Development and
Operational Effectiveness
  • Ability to perform a variety of standard specialized and
    non-specialized tasks and work processes that are fully documented,
    researched, recorded and reported
  • Ability to review a variety of data, identify and adjust
    discrepancies, identify and resolve operational problems
  • Ability to perform work of confidential nature and handle a large
    volume of work
  • Good knowledge of administrative rules and regulations
  • Strong IT skills, knowledge of Atlas
  • Ability to provide input to business processes re-engineering,
    implementation of new systems
Leadership and
Self-Management
  • Focuses on result for the client and responds positively to feedback
  • Consistently approaches work with energy and a positive,
    constructive attitude
  • Remains calm, in control and good humored even under pressure
UNDP is committed to
achieving workforce diversity in terms of gender, nationality and culture.
Individuals from minority groups, indigenous groups and persons with
disabilities are equally encouraged to apply. All applications will be treated
with the strictest confidence.
How to Apply:
All suitably
qualified and interested candidates who so desire to join the United Nations
Development Programme, UNDP, in the aforementioned capacity should endeavor to
Apply Online by Clicking on the link below. Please further review job
requirements and if competent Click Apply Now.
Deadline: 4th October 2018
For more of the
latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

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