Several UN Team Assistant Job Opportunities – United Nations Regional Service Centre Entebbe (RSCE)

Job Title:    Team Assistant
Organization: United
Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Job Opening Number: RSCE/JO/002/08-2018
Reports to: Service
Line Manager
Job Grade: GS-4
About RSCE:
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 Team Assistant will perform the following duties
according to the needs of the service lines within the RSCE:
General
Administration:
  • Performs data entry functions and drafts responses to routine
    correspondence and other communications as directed, using standard
    software document processing packages.
  • Assists in researching, compiling and organizing information and
    reference materials from various sources for reports, work plans, studies,
    briefings, meetings/conferences, etc.
  • Assists in the generation of a variety of reports, work orders,
    etc., using various databases.
  • Screens phone calls and visitors; responds to routine information
    requests and inquiries (e.g. answers requests requiring file search,
    etc.), and as necessary, refers inquiries to appropriate personnel for
    handling.
  • Assists in the preparation of presentation materials using
    appropriate technology and software.
  • Maintains calendar/schedules; monitors changes and communicates
    relevant information to appropriate staff inside and outside the immediate
    work of the service lines
  • Reviews, records, distributes and/or processes mail and other
    documents; follows-up on impending actions.
  • 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
    of the Service Line 
  • Supports in the maintenance and development of electronic and manual
    tools used for the records keeping of staff files.
  • Assists in description and database updating activities as required.
  • Performs initial actions to acquire updated materials.
  • Performs digitization functions, including scanning, creating
    digital objects and postings to designated repositories.
  • Research on a range of HR related issues and assist in the
    preparation of notes/reports.
  • Maintain automated database containing HR related statistics and
    prepare periodic reports.
Human Resources:
  • Assist in the determination of staff members’ eligibility to
    entitlements including Education Grants advances and claims, and any other
    allowances for payments in conformity and adherence to applicable United
    Nations policies e.g. staff rules, financial regulations and rules, ST/AI
    issuances or practices, IPSAS policy framework etc. and review and process
    requests for entitlements and claims
  • Assist the service line with the administration and certification on
    the processing of benefits and entitlements processes in compliance with
    the Rules and Financial framework, as appropriate.
  • Provide advice to internal and external clients on Benefits and
    Entitlements, Staff Rules and Regulations and HR guidelines and promotes a
    collaborative and client-oriented approach, as appropriate to the
    functions of the Service Lines.
  • Ensure the accurate and complete submission of claims and
    entitlements
  • Perform HR Administration of Benefits and Entitlements in UMOJA and
    FSS, and reports on any anomalies.
  • Assist in the first-level resolution of queries escalated in iNeed
    in UMOJA.

Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations Regional Service Centre
    Entebbe (RSCE) Team Assistant job placement should hold a High School
    Diploma
  • Technical or vocational certificate in the field of human resources
    management or business administration is highly desirable.
  • Proven knowledge of the use of SAP and/or UMOJA is desirable.
  • At least four (4) years of experience in in human resources
    management, administrative services or related area is required.
  • Experience in application of UN Staff Rules and Regulations related
    to Human Resources Management in an operational environment, including
    administration of a broad range of entitlements and benefits using SAP or
    Umoja is desirable.
  • Working experience in an International Organization in human
    resources management is desirable.
  • Ability to assimilate and understand technical human
    resources-related terms;
  • Proficiency in the use of MS Office
  • Ability to transcribe data in an accurate and speedy manner;
  • Ability to identify issues, formulate opinions, draw conclusions and
    recommendations.
  • Languages: fluency
    in oral and written English is required.
Competencies:
  • Professionalism: Knowledge
    of human resources, and administration policies, processes and procedures
    generally and those related to the services provided in a service centre
    setting. Knowledge of administrative and human resources rules and
    regulations and ability to research and gather information from a variety
    of standard sources and to apply good judgment in the context of
    assignments given. 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.
  • 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.
  • Client Orientation: Considers all those to whom services are provided to be
    “clients” and seeks to see things from clients’ point of view;
    establishes and maintains productive partnerships with clients by gaining
    their trust and respect; identifies clients’ needs and matches them to
    appropriate solutions; monitors ongoing developments inside and outside
    the clients’ environment to keep informed and anticipate problems; keeps
    clients informed of progress or setbacks in projects; meets timeline for
    delivery of products or services to client.
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 /
    appraisals
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: 24th September 2018
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