Job Title: Administrative Assistant
Organization: United
Nations Regional Service Centre Entebbe (RSCE)
Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Uganda
Grade: GS-5
Vacancy Announcement Number: RSCE/TJO/AAG5/2014
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.
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.
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 incumbent will be
responsible for, but not limited to, the following functions:
Under the direct supervision
of the Unit Chief or his/her designated official, the incumbent 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. - Oversees
the maintenance of vacancy announcement files and keeps track of status of
vacancy announcements. - Intuitively
reviews and processes personnel actions through IMIS. - Supports
in the monitoring of staffing table and prepare relevant statistical
data/charts.
2. Budget and Finance:
- Assists
in the preparation and review of financial and human resource
proposals/requirements. - Supports
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. - 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 - 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; - Play
a role in the 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.
4. Contract Administration:
- Supports
the 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. - Render
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: UN grounds passes, property
passes, UN parking permits, swipe-card access and door keys. - Perform
any other duties as required by the supervisor.
Qualifications, Skills and Experience:
- The
ideal candidate for the United Nations 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). - Prior
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.
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 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
persona concerns; show persistence when faced with difficult problems or
challenges; remains calm in stressful situations;
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 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
persona concerns; show 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.
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 dearly 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.
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.
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.
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:
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, [email protected] and copy Judi
Birch, [email protected]
documents should be sent via to: the Chief RSCE, [email protected] and copy Judi
Birch, [email protected]
Or Send hard copies to: RSCE
Entebbe Support Base, Baku Road, P.O. Box 710, Entebbe, Uganda.
Entebbe Support Base, Baku Road, P.O. Box 710, Entebbe, Uganda.
Deadline: 5th December, 2014
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