United Nations RSCE Career Jobs – Administrative Assistant

Organization: United Nations
Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Grade: GS-4
Vacancy Announcement Number:
RSCE/TJO/AAG4/2014
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.
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.
Key Duties and
Responsibilities: 
Under the direct
supervision of the Unit Chief or his/her designated official, the  Administrative Assistant will be responsible
for, but not limited to, the following functions:
1. Human Resources Management:
  • Initiates, reviews, processes and follows
    up on actions related to the administration of the units 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.
  • Quickly 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.
  • Manages the maintenance of vacancy
    announcement files and keeps track of status of vacancy announcements.
  • Reviews and processes personnel actions
    through IMIS.
  • Supports in the monitoring of staffing
    table and prepare relevant statistical data/charts.
2. Budget and Finance:
  • Renders support in the preparation and
    review of financial and human resource proposals/requirements.
  • Assists in the monitoring of expenditures
    and compares with approved budget; review adjustments as necessary.
  • Supports managers in the elaboration of
    resource requirements for budget submissions.
  • Actively coordinates with other finance
    and budget staff on related issues during preparation of budget reports.
3. General Administration;
  • Drafts routine correspondence to respond
    to queries in respect of relevant administrative, financial, audit, and
    personnel matters
  • Receive and screen all correspondence and
    other documents addressed to the Section Chief
  • Performs other related administrative
    duties as required (e.g. operational travel programme; monitoring accounts
    and payment 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).
  • Act as leave monitor and maintain
    attendance records for the office. To this end, monitor movement of the
    sections personnel in and outside of RSCE
  • Maintain a calendar of appointments of the
    Unit Chief including official visits within and outside RSCE
  • Organize and schedule meetings and
    appointments; maintain files of administrative instructions, information
    circulars and other rules and regulations.
  • Coordinate distribution of work in the
    office and monitors adherence to the deadlines.
  • In charge of reviewing, processing and
    following-up on actions related to administration of the Section
  • Consolidate monthly requests for office
    supplies for the section;
4. Contract Administration:
  • Supports in the day-to-day administration
    of contracts between (he 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.
  • Support 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: UI grounds passes, property passes, UN parking permits,
    swipe-card access and door keys.
  • Carry out other duties as assigned by the
    supervisor.
Qualifications, Skills and
Experience: 
  • The ideal candidate for the UN
    Administrative Assistant job opportunity should hold a High school diploma
    or equivalent is required. Possession of a certificate in business
    administration, finance, or human resources is an advantage.
  • Five or more years of progressively
    responsible experience in administration/office management fields (of
    which 2 years are ideally with UN and a high level of demonstrated
    analytical and problem-solving skills).
  • Past experience with UN/NGO or other
    International bodies an added asset.
Languages: 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.
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 resource rules and regulations in work
situations. Shows wide 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
persona concerns; shows persistence when faced with difficult problems or
challenges; remains calm in stressful situations;
Teamwork: Works collaboratively with colleagues to achieve
organizational goals; solicits input by genuinely valuing others’ idea 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.
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 iii sharing information and keeping people
informed. Client Orientation: Considers all those to whom services are
provided to be ‘clients’ and seeks to see things from the 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:
All suitably qualified candidates who wish to join the United Nations
in the aforementioned capacity should submit their applications which should
include the following documents:
  • Cover Letter
  • The United Nations Personal History form
    (P-11), download here
  • Proof of required academic credentials
    (for external applicants)
  • Employment verification letter from most
    recent employer (for external applicants)
  • Last two completed Performance Appraisal
    or two Reference Letters for external applicants
  • Other: Please State the Reference in the
    Subject of Your Application (Vacancy Announcement Number) – Please See Top
    of Advert
All complete application documents should be sent via to: the Chief
RSCE, chiefrsce@un.org and copy Judi Birch, birchj@un.org
Or Send hard copies to: RSCE Entebbe Support Base, Baku Road, P.O. Box
710, Entebbe, Uganda.
Deadline: 5th
December, 2014

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