UN Job Vacancies – Administrative Assistant –IFAD at United Nations Development Programme (UNDP)

Organization: United Nations Development Programme
(UNDP)
Duty Station: Kampala, Uganda
Post Level: G4-ICS4
Reports to: Country Programme Manager
About UNDP:
The United Nations Development
Programme (UNDP) is the United Nations’ global development network.  UNDP advocates for change and connects
countries to knowledge, experience and resources to help people build a better
life. The UNDP provides expert advice, training, grant support to developing
countries including Uganda with increasing emphasis on assistance to the least
developed countries.
Job Summary: The UNDP
Administrative Assistant –IFAD will be responsible for providing e communications,
operational and secretarial support services to enhance the smooth running of
the team and its workflow and management of information.  The accountabilities/key results are expected
are: Communication & Workflow, Operational Support and Secretarial Support
Key Duties and Responsibilities: 
  • Actively
    facilitates the communications and workflow of the organizational unit to
    enhance the efficiency and timeliness of operations and outputs.  Accountabilities, typically include
    managing incoming and outgoing correspondence, emails and telephone calls,
    researching background documentation; communicating routine and some
    non-routine information pertaining to the work of the team, maintaining
    the supervisor’s calendar, establishing/maintaining the office filing and
    reference systems, both traditional and digital and ensuring the
    inter/intra-net websites are up to date and accurate.
  • Actively
    facilitates the work of the team to ensure integrity in the use of
    resources and adherence to established rules and procedures.  Accountabilities typically include ERP
    data entry and reporting activities as originator; applying internal
    procedures and tracking systems for correspondence and documents,
    verifying work is completed in accordance with IFAD standards and within
    established deadlines; monitoring work progress and priority cases:
    organizing meeting and workshops; organizing official travel;
    administering staff attendance and leave; and identifying and extracting
    information from various sources and preparing briefing notes.
  • Ensures
    the full range of office support to the supervisor.  Accountabilities typically include
    preparing briefing materials for official trips or meeting; drafting
    responses to written inquiries on routine and non-routine question;
    coordinating responses to sensitive or complex inquiries; following up on
    established deadlines and ensuring timely submissions by staff of reports,
    correspondence and other documents; reviewing all outgoing correspondence
    and official documents for style, factual and grammatical accuracy as well
    as conformance with established guidelines and procedures; preparing
    correspondence for the supervisor’s signature; and may make informal
    translations of correspondence.
  • The
    Administrative Assistant will be accountable for integrity, transparency
    and equity in the personal use of assigned IFAD resources, including
    equipment and supplies.
Qualifications, Skills and Experience: 
  • The
    ideal candidate for the United Nations UNDP Job should hold a Diploma in
    the fields such as secretarial studies, office administration, accounting,
    procurement and finance
  • Additional
    training and experience using  MS
    Word, Excel, Powerpoint and other UNDP/IFAD software such as Sharepoint;
    knowledge of integrated management information system an asset.
  • A
    minimum of three or more (3) years of administrative, secretarial and /or
    clerical experience
  • Working
    knowledge of UNDP/IFAD administrative policies and procedures is an added
    advantage
Language and IT Skills: Excellent written and verbal communication
skills in English.
Personal Competencies
Organizational:
Strategic thinking and
organizational development
:  Personal Influence
Demonstrating Leadership: Personal leadership and attitude to change
Learning, sharing knowledge
and innovating:
  Continuously seeks to learns, shares
knowledge and innovates
Problem solving and
decision making:

Demonstrates sound problem solving and decision making ability
Focus on clients: focuses on clients
Managing time, resources
and information:
  Manages own time, information and resources
effectively
Team work: 
Contributes effectively to the team
Communicating and
negotiating:
  Communicates effectively: creates
understanding between self and others
Building relationship and
partnerships:
  Builds and maintains effective working
relations 
Technical/Functional:
  • Organizational,
    planning and prioritizing skills and abilities
  • Ability
    to deal patiently and tactfully with visitors
  • Possess
    a high sense of initiative and good judgment
  • Possess
    the ability to work effectively with people of different national and
    cultural background
  • Possess
    the ability to work in a team environment to achieve common goals
UNDP is committed to achieving
workforce diversity in terms of gender, nationality and culture. Individuals
from minority groups, indigenous groups and persons with disabilities are
equally encouraged to apply. All applications will be treated with the
strictest confidence.
How to Apply:
All suitably qualified and
interested candidates who so desire to join the United Nations Development
Programme, UNDP, in the aforementioned capacity should endeavor to Apply Online
by Clicking on the link below. Please further review job requirements and if
competent Click Apply Now.
Deadline: 13th January 2015
For More Ugandan Jobs, Please
Visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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