United Nations Careers – Administrative Assistant

Regional Service Centre Entebbe

Vacancy Announcement
VA No: RSCE-2013-GS-HRS-023

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

Job Title: Administrative Assistant
Grade: GL –5
Region: Entebbe, Uganda

Organizational Setting and Reporting Relationships: These positions are located at the Regional Services Centre Entebbe. Administrative Assistants report to an Administrative Officer, Human Resources Officer, Executive Officer, and a Head of the Unit or to a Chief Administrative Officer.

Key Duties & Responsibilities:

Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
·         Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., assist in the recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
·         Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
·         Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
·         Reviews and processes personnel actions through IMIS.
·         Assist in the monitoring of staffing table and prepare relevant statistical data/charts.
Budget and Finance
·         Assists in the preparation and review of financial and human resource proposals/requirements.
·         Assist in the monitoring of expenditures and compares with approved budget; review adjustments as necessary.
·         Assists managers in the elaboration of resource requirements for budget submissions.
·         Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
General Administration
·         Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
·         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; supporting the organization of seminars, conferences and translations).
·         Prepare and monitor the office personnel leave plans to ensure continuous workflow while other staffs are on leave.
·         Maintain a calendar of appointments of the Unit Chief, including official visits within and outside RSCE.
Contract Administration
·         Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
·         Assist in the audits of the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
·         Assist in processing the payment of contractors’ invoices and monitor payments.
·         Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Work implies frequent interaction with the following: Staff within the section, and at the Regional Services Centre Entebbe.
Results Expected: Supports and assists in all administrative related matters the Unit; provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions.
Qualifications, Skills & Experience:
·         High school diploma or equivalent is required. Certificates in business administration, human resources or finance and related areas are an advantage.
·         At least five (5) years of progressive relevant experience in administrative services, finance, accounting, audit, human resources or related area.
Language: Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Personal Competencies:
Professionalism: Ability to perform a broad range of administrative functions, e.g., work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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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