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UN Administrative Assistant Job Careers - United Nations Organisation Stabilization Mission in the Democratic Republic of the Congo (MONUSCO)


Organization: United Nations Organisation Stabilization Mission in the Democratic Republic of the Congo (MONUSCO)
Duty Station: Entebbe, Uganda
Job Opening Number: ESB/JO/AA/008/05-2019
Reports to: UNV Programme Manager
Grade: GS-4

About US:
Following the signing of the Lusaka Ceasefire Agreement in July 1999 between the Democratic Republic of the Congo (DRC) and five regional States (Angola, Namibia, Rwanda, Uganda and Zimbabwe) in July 1999, the Security Council established the United Nations Organization Mission in the Democratic Republic of the Congo (MONUC) by its resolution 1279 of 30 November 1999, initially to plan for the observation of the ceasefire and disengagement of forces and maintain liaison with all parties to the Ceasefire Agreement. Later in a series of resolutions, the Council expanded the mandate of MONUC to the supervision of the implementation of the Ceasefire Agreement and assigned multiple related additional tasks.

Key Duties and Responsibilities: Within delegated authority, the Administrative Assistant will carry out the following duties:
Human Resources Management
  • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
  • Maintains and reviews organizational staffing tables; prints and reviews UNV reports.
  • Follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. 
Budget and Finance
  • Coordinates creation of relevant profiles for UN Volunteers on online UNV and MONUSCO management systems (VMAM, Atlas, Umoja, FSS)
  • Consolidates data received and provides support to higher-level staff and colleagues with respect to UNV entitlements.
  • Reviews status of relevant expenditures and compares with approved budget.
  • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
  • Assists in the preparation of statistical tables and standard financial reports.

General Administration
  • Supports on Entebbe UNV office management tasks
  • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
  • 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).
  • Performs other related administrative duties, as required, e.g., operational travel
  • programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
Contract Administration
  • Assists with day-to-day administration of UNV contracts and coordinates check-in and check-out operations.
  • Processes relevant payments and monitors the payments.
  • Prepares and processes UNV assignment related documents and certificates.
  • Perform other duties as required by the supervisor.

Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations Organisation Stabilization Mission in the Democratic Republic of the Congo (MONUSCO) Administrative Assistant job placement should hold a High school diploma or equivalent is required.
  • At least three years of progressively responsible experience in the field in administrative services, finance, accounting, audit, contracting and human resources or related area is required.
  • Languages: fluency in oral and written English is required.


Competencies:
  • Professionalism: To provide administrative support across a range of human resources, budget/financial management, and administrative tasks of the Section/Unit. Effectively carries out front office tasks exercising client orientation. 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.
  • Planning & 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.
  • 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.

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: 13th June 2019

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline






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