Job Title: Administrative
Assistant
Assistant
Organization: United Nations
Regional Service Centre Entebbe (RSCE)
Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Uganda
Grade: FS-5
Vacancy Announcement Number:
14-ADM-RSCE-37019-F-ENTEBBE (M)
14-ADM-RSCE-37019-F-ENTEBBE (M)
Reports to: Service Line
Manager
Manager
About RSCE:
The Regional Service Centre Steering Committee is the decision-making
body for RSCE, in compliance with General Assembly resolutions, United Nations
Secretariat rules and regulations, strategic guidance from United Nations
Headquarters and oversight bodies. The Steering Committee consults with the
Global Field Support Strategy Implementation Coordination Team, as required.
body for RSCE, in compliance with General Assembly resolutions, United Nations
Secretariat rules and regulations, strategic guidance from United Nations
Headquarters and oversight bodies. The Steering Committee consults with the
Global Field Support Strategy Implementation Coordination Team, as required.
The Regional Service Centre, as approved by the Member States, is
owned, managed and staffed by the regional missions it serves. This framework
reinforces the existing missions’ chain of command structures and lines of
authority in a manner that does not create an additional layer between
Headquarters and the regional missions. It also ensures that staffing for RSCE
will be achieved through the redeployment of resources from the regional
missions it serves.
owned, managed and staffed by the regional missions it serves. This framework
reinforces the existing missions’ chain of command structures and lines of
authority in a manner that does not create an additional layer between
Headquarters and the regional missions. It also ensures that staffing for RSCE
will be achieved through the redeployment of resources from the regional
missions it serves.
Key Duties and
Responsibilities:
Responsibilities:
1. Human Resource Management:
- Coordinate actions with respect to transactions
related to the administration of the unit’s human resource activities,
e.g., recruitment, placement, relocation, performance appraisal, job
classification reviews, separation of staff members, training etc.,
ensuring consistency in the application of UN rules and procedures. Liaise with central administration/
executive services as required. - Manage the maintenance of vacancy
announcement files and keep track of status of vacancy announcements. - Advise staff on visa matters and other
relevant rules and regulations; coordinate the induction and orientation
of new staff members in the unit. - Provide information and advice to
staff/consultants with respect to conditions of service, duties and
responsibilities, plus privileges and entitlements under the Staff Rules
and Regulations. - Monitor unit’s staffing table for a
variety of human resource activities, e.g., appointments, retirements,
expiration of appointments, reassignments, transfers and movement of
staff.
2. Budget and Finance:
- Offer technical guidance and coordination
in the preparation and development of the unit’s work programme and
budget. - Assist in monitoring budget/work programme
with respect to various budgets, trust funds, grants and other funds on a
regular basis, suggest reallocations of resources and implement the
reallocations as necessary. - Collect data from relevant databases and
prepare customized financial reports. - Offer technical assistance in the review
and preparation of the medium-term plan and its revisions. - Support managers in the elaboration of
resource requirements for budget submissions. - Monitor budget implementation/expenditures
and recommend reallocation of funds as necessary. - Monitor extra-budgetary resources,
including review of agreements and cost plans, ensuring compliance with
regulations and rules and established policies and procedures. - Assist in the preparation of the year end
budget performance report submissions. - Assist in finalization of budget
performance reports, analyzing variances between approved budgets and the
actual expenditures.
3. General Administration:
- Coordinate the provision of guidance,
training and daily supervision to other staff in the area of
responsibility. - Provide assistance in drafting of host
country agreements, budget agreements, and contributions for grants or
other activities as appropriate. - Identify and resolve diverse issues and
problems as they arise, determining the appropriate actions. - Coordinate extensively with service units
and liaise frequently with internal team members both at Headquarters and
in the field mission. - Perform other related administrative
duties, as required.
Qualifications, Skills and
Experience:
Experience:
- The ideal candidate for the Administrative
Assistant UN job must hold a high school or equivalent diploma is
required. Technical or vocational certificate in administrative services,
finance, human resources, business administration or personnel management
is a requirement. - A minimum of eight (8) years of
progressively responsible experience within the United Nations system or
the private sector in the field of administrative services, finance,
accounting, human resources, audit, or in other related fields. Related
work experience working in UN Peacekeeping field missions is
desirable.
Languages: French and English are the working languages of the
UN Secretariat. For this post, fluency in oral and written English is
required.
UN Secretariat. For this post, fluency in oral and written English is
required.
Personal Competencies:
Professionalism – Substantive experience in, and thorough
knowledge of, administrative functions (e.g., budget/ work programme, human
resources, database management, etc).
Extensive knowledge, regarding the application of financial, and staff
regulations and rules. The skills and
ability to analyze and interpret financial data. Ability to manage processes,
maintain accurate records, interpret/analyse a wide variety of data, and
identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business
operations and objectives. High degree
of commitment to ensure the proper use of the unit’s financial resources. 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 area of work.
knowledge of, administrative functions (e.g., budget/ work programme, human
resources, database management, etc).
Extensive knowledge, regarding the application of financial, and staff
regulations and rules. The skills and
ability to analyze and interpret financial data. Ability to manage processes,
maintain accurate records, interpret/analyse a wide variety of data, and
identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business
operations and objectives. High degree
of commitment to ensure the proper use of the unit’s financial resources. 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 area of work.
Planning & Organising – Develops clear goals that are
consistent with agreed strategies; identifies priority activities and
assignments; adjusts priorities as required; allocates appropriate amounts 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.
consistent with agreed strategies; identifies priority activities and
assignments; adjusts priorities as required; allocates appropriate amounts 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.
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.
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.
How to Apply:
All suitably qualified and interested candidates for the aforementioned
United Nations Regional Service Centre Entebbe RSCE Vacancy should Apply Online
by Clicking the link below.
United Nations Regional Service Centre Entebbe RSCE Vacancy should Apply Online
by Clicking the link below.
Deadline: 6th
September, 2014
September, 2014
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