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Job Title:    Office Assistant (UN Job
Careers)

Organization: United
Nations Development Programme (UNDP)

Duty Station:
Uganda

 

About US:

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.

 

Key Duties and Responsibilities:  Under the direct and the overall supervision
of the Team Leader, the Team Assistant will be responsible for the following
duties:

Assist OHCHR Moroto field office in all administrative tasks and provide
support to other staff, including secretarial support, upon request.

·       
Provides
receptionist services, including welcoming visitors and channeling them to the
appropriate staff, as well as responding to the phone;

·       
Manages
appointments, drafting letters, and liaison with government officials, UN
Agencies, NGOs, donors and civil society organisations

·       
Drafts
staff meetings notes;

·       
Manages
administrative correspondence, including memos as requested by the team leader;

·       
Records,
distributes and files a copy of all incoming and outgoing correspondence;

·       
Disseminates
relevant administrative and substantive documents to all staff, as requested by
the team leader;

·       
Assists
Administrative Officer and Team Leader as required, including in managing
expenditure, reimbursements, etc;

·       
Ensures
proper filing of all documents, both of an administrative and substantive
nature;

·       
Maintains
office appointments and coordinate drivers’ weekly schedules and vehicle
maintenance.

·       
Assists
in the supervision of junior staff e.g. drivers, cleaners and coordinate their
daily tasks/schedules

·       
Ensures
the timely request, delivery and distribution of stationary, office supplies
for the Office (in coordination with Administrative Officer);

·       
Assists
in the organization of workshops, conferences, retreats and other public
information and external relations events, in particular provide logistical
support by liaising with caterers, venue, hotels  and other service providers etc;

·       
Gathers
information from staff regarding travel plans. 
Creates travel requests, send to HQ for approval and  ensure staff members comply with travel rules
and regulations and advise staff members/travelers of any discrepancy if change
in travel route has occurred

·       
Keeps an
updated database of OHCHR contacts, including Government, UN, civil society,
diplomatic community and the media;

·       
Ensures
the timely request, delivery and distribution of stationary and office supplies
for the Office etc. (in coordination with Administrative Officer);

·       
Ensures
that all documents awaiting distribution to other offices (including those from
the field office) are dispatched in a timely manner; and

·       
Completes
all other tasks assigned by the Team Leader.

 

Key Results Expected:

·       
Effectively
deliver a wide range of administrative and office support functions under
moderate supervision of the Team Leader.

·       
Regularly
assist in drafting routine correspondence and other communications.

·       
Accurately
and in a timely manner, produce a range of documents, reports and other
outputs.

·       
Appropriately
apply relevant policies, guidelines, procedures and processes.

·       
Establish
effective working relationships with internal and external contacts at all
levels.

 

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations Development Programme (UNDP) Office
Assistant should hold a Bachelor’s degree in Business Administration/Public
Administration, Logistics or other relevant field related to Administration,
but it is not a requirement.

·       
A
minimum of five years of experience in administration, finance/accounting or
related field is required.

·       
Knowledge
of UN reporting standards, experience of office management software like MS
Office, (MS Excel, MS Words and other related applications)

·       
Language:
English and French are the working languages of the United Nations Secretariat.
For the post advertised, fluency in oral and written English is required.
Knowledge of another official United Nations language is an advantage.

 

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 informed.

·       
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:  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.

·       
Accountability: Takes ownership of all responsibilities and
honours commitments; delivers outputs for which one has responsibility within
prescribed time, cost and quality standards; operates in compliance with
organizational regulations and rules; supports subordinates, provides oversight
and takes responsibility for delegated assignments; takes personal
responsibility for his/her own shortcomings and those of the work unit, where
applicable.

·       
Creativity: Actively seeks to improve programmes or
services; offers new and different options to solve problems or meet client
needs; promotes and persuades others to consider new ideas; takes calculated
risks on new and unusual ideas; thinks “outside the box”; takes an interest in
new ideas and new ways of doing things; is not bound by current thinking or
traditional approaches.

·       
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.

·       
Commitment
to Continuous Learning: Keeps
abreast of new developments in own occupation/profession; actively seeks to
develop oneself professionally and personally; contributes to the learning of
colleagues and subordinates; shows willingness to learn from others; seeks
feedback to learn and improve.

·       
Technological
Awareness: Keeps abreast of
available technology; understands applicability and limitation of technology to
the work of the office; actively seeks to apply technology to appropriate
tasks;

 

How to Apply:

All Interested
candidates who wish to join the United Nations Development Programme (UNDP)
should apply online at the link below.

 

Click
Here

 

Deadline: 25^th March 2021

 

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