United Nations Admin Jobs – Office Assistant

Regional Service Centre Entebbe

Vacancy Announcement
VA No: RSCE-2013-GS-HRS-029

Regional Services Centre Entebbe (RSCE) is seeking qualified candidates for the following post(s):

Job Title: Office Assistant
Grade: GL –4
Region: Entebbe, Uganda

Organizational Setting and Reporting Relationships: These positions are located in units across the Regional Services Centre Entebbe. The incumbent reports to one or more officers.

Key Duties & Responsibilities:

Within limits of delegated authority and depending on location, Office Assistants may be responsible for the following duties;
·         Performs a wide range of office support and administrative functions.
·         Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
·         Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
·         Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
·         Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
·         Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
·         Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
·         Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
·         Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
·         Assists in the preparation of presentation materials using appropriate technology/software.
·         Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
·         Performs data entry and extraction functions.
·         Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
·         Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
·         Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc
·         Maintains files (both paper and electronic) and databases for work unit.
·         Assists in providing software and office equipment support.
·         Performs other duties as assigned.
Work implies frequent interaction with the following: Staff in related organizational units at the Regional Services Centre Entebbe.
Results Expected: Effectively delivers of a wide range of administrative and office support functions under moderate supervision. Regularly assists in drafting routine correspondence and other communications. Accurately and in a timely manner, produces a range of documents, reports and other outputs. Appropriately applies relevant policies, guidelines, procedures and processes. Establishes effective working relationships with internal and external contacts at all levels.
Qualifications, Skills & Experience:
·         High school diploma or equivalent. Certificates in administrative areas are an advantage.
·         At least four (4) years of progressively relevant experience in general office support or related area is required.
·         Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Personal 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; 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.
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; keeps clients informed of progress or setbacks; meets timeline for delivery of products or services to client.
How to Apply:
Candidates should submit their applications to the following address: rsce-hrs-recruitmentservices@un.org
or hand carry to: RSCE – Entebbe Support Base, Buku Road, PO Box 710
All applicants are strongly encouraged to apply by e-mail and must include the Vacancy Announcement Number and the Job Title.
Candidates should submit with their applications the following documents:
1- Cover Letter (letter of motivation or application letter);
2- The United Nations Personal History form (P-11)
3- Academic Certificate(s) and/or High School/Secondary Diploma;
4- Internal candidates must submit the two (2) most recent performance evaluations
Deadline:  15th March 2013

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