The Ugandan Jobline

Job Title:        Senior Administrative Assistant  (High School Diploma UN Job Opportunities)

Organisation: United Nations High Commissioner for Refugees (UNHCR)

Duty Station: Uganda

Vacancy Notice: Internal/ External Vacancy Notice No. 015/2020

Position Number: 10028931

Reports to: Head of Field Office

Position Grade: GS-5

About US:

The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. UNHCR’s mandate under the Statute of the Office of the United Nations High Commissioner for Refugees is to lead and co-ordinate action for international protection to refugees; seek permanent solutions for the problems of refugees and safeguard refugee rights and well-being. UNHCR has an additional mandate concerning issues of statelessness, as it is given a designated role under Article 11 of the 1961 Convention on the Reduction of Statelessness.

Job Summary: The Senior Administrative Assistant will provide administrative support to the office where the position is located. The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent will always function under direct supervision of a Senior Officer often Administrative Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

Key Duties and Responsibilities:

·        Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.

·        Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.

·        Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.

·        Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.

·        Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.

·        Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.

·        Arrange appointments and maintain supervisor’s calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.

·        Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.

·        Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.

·        Prepare attestations and certificates required by the staff members for signature of senior officer.

·        Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.

·        Perform other related duties as required

Qualifications, Skills and Experience:

·        The ideal candidate for the United Nations UNHCR Senior Administrative Assistant job placement should have completed high school diploma

·        At least five years of previous relevant work experience is required.

·        IT literacy in required

·        Analytical Thinking

·        Planning and organizing

·        Fluency in English is required

Desirable Qualifications & Competencies

·        Certificate in Business Administration, Finance, Office Management, Human Resources or other related field is desirable.

·        Completion of UNHCR learning programmes or specific training relevant to functions of the position is desirable.

·        Knowledge of UN-UN/UNHCR Administrative Rules, Regulations and Procedures; UN-UN/UNHCR Financial Rules and Regulations and Procedures, IT-PeopleSoft Applications is desirable.

How to Apply:

All interested Ugandan nationals who wish to join the United Nations High Commissioner for Refugees (UNHCR) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.

Click Here

Deadline: 27^th September 2020

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