UN Jobs – Administrative Assistant at Office of the United Nations High Commissioner for Human Rights (OHCHR)

Organization: The Office
of the United Nations High Commissioner for Human Rights (OHCHR)
Duty Station: Kampala,
Uganda
Post Level: G5-ICS5
Reports to: National
Administrative Officer
About OHCHR:
The Office of the United
Nations High Commissioner for Human Rights (OHCHR) is a United Nations agency
that works to promote and protect the human rights that are guaranteed under
international law and stipulated in the Universal Declaration of Human Rights
of 1948. The office was established by the UN General Assembly on 20 December
1993 in the wake of the 1993 World Conference on Human Rights.
Key Duties and Responsibilities: Under the direct supervision of the National Administrative Officer,
Office of the High Commissioner for Human Rights in Uganda, the Administrative
Assistant will perform the following main functions:
1. Human Resources Management:
  • Update
    and maintains records of all attendance records for OHCHR Uganda
    staff. 
  • Support
    the National Administrative Officer with the recruitment process including
    preparing the long list and compiling the required documentation for CRP
    and CAP meeting.
  • Maintain
    a schedule of staff appraisals and when they are due including reminding
    the respective supervisors for the same.
  • Prepare
    memos to Geneva and UNDP for contract renewals and extensions as in
    advance of their respective expiry.
  • Maintains
    archives of all administrative contracts and financial transactions (hard
    and electronic copies) and updates filing systems as required.
  • Supports
    the Administrative Officer with contract requests and processing (SSA,
    Institutional Contracts, and Contracts for Professional Services).  Ensures that supporting documentation
    needed for contract file is obtained and provides relevant forms to the
    vendor.  Follows up on approvals for
    payment requests and ensures that performance evaluations are completed.
  • Gathers
    information from staff regarding travel plans.  Creates travel requests, sends
    notification for approval requests. Ensure staff members comply with
    travel rules and regulations and advises staff members/travellers of any
    discrepancy if change in travel route has occurred.
  • Assist
    in updating shadow budgets and expenditure records and works with the
    Administrative officer to monitor work plans, practice delivery and
    related re-programming as needed. Follows up with concerned managers to
    ensure records are updated in a timely fashion.
2. Budget and Finance:
  • Maintain
    files on administrative rules and guidelines and disseminate to all staff.
  • Receive
    all accountabilities, send out reminders to the field offices and ensure
    correctness and completeness for the attention of the National
    Administrative Officer.
  • Manages
    travel arrangements for staff. Prepares travel authorizations and all
    related travel claims (including DSA, reimbursement claims, etc.).  When needed, assists staff members in
    any other travel logistics.
  • Supports
    the Administrative Officer with grant management function.
  • Prepare
    payment requests and ensure that the right code are captured for all
    expenses
  • Procurement
    Functions
  • Update
    vendor profiles and covers all support aspects of Local Purchase Order
    processing (RFQ, collection of supporting documentation, analyse
    quotations for approval or forward quotations to competent staff member
    for analysis, and forward to AO for issuance).
  • Support
    in procuring office supplies, computers, printers and other
    equipment.  Ensures that serial
    numbers are recorded for Asset Management purposes.
  • Expeditiously
    follow up on delivery of ordered items.
  • Collects
    all receipts of purchases and ensures that payments are done on time.
3. General Administration:
  • Support
    in briefing international and national personnel and vendors on general
    administrative matters, provides advice and arranges administrative
    support as required.
  • Maintains
    the team’s files of rules, regulations, administrative instructions and
    other related documentation for reference and distribution and informs/advises
    concerned staff on related updates.
  • Preparing
    for conferences and workshop seminars and annual retreats assisted by the
    Office Assistant.  This includes
    organizing travel for participants, making travel related payments and
    responding to any other necessary activities.  Perform all Atlas management duties
    attached to these coordination tasks (including creating purchase orders,
    vendors, etc.);
  • Provides
    general secretarial and administrative assistance to the National
    Administrative Officer when requested.
4. Inventory Management:
  • Maintain
    the fixed assets inventory record and carry out periodic inventory and
    fixed asset count.
  • Ensure
    consistent use and maintain a register of all property receipts for assets
    signed out to staff.
Perform any Other Duties:
  • Support
    the Administrative Officer with driver and vehicle management functions.
  • When
    required to undertake duties/tasks assigned to the Office
    Assistant/Secretary in he/her absence.
  • Performs
    other related tasks, as required.
Qualifications, Skills and Experience: 
  • The
    applicants for the United Nations Administrative Assistant vacancy should
    hold a University degree in Business Administration (with a good
    background in finance), Commerce, Finance or Accounting.
  • A
    minimum of five or more (5) years of combined progressively responsible
    experience in related financial/administrative functions.
  • Past
    experience in the use of computers and office software packages (MS
    Office, especially Excel, Word, Excel, Power Point, Lotus, etc) and
    experience in handling of web based management systems.
  • Working
    knowledge of UN rules and regulations, as it pertains to human resources
    management, financial management and general administration services an
    asset
Language and IT Skills: Fluency in oral and written English.
Personal Competencies:
Professionalism: Demonstrated conceptual and evaluative
skills, ability to conduct independent research and analysis, identifying
issues, formulating options, making conclusions and recommendations.
Planning and Organizing: Ability to establish priorities and to plan,
coordinate and monitor own work plan; Demonstrated ability to apply good
judgment in the context of assignments given.
Technology Awareness: Solid computer skills, including proficiency
in word processing, spreadsheets, ATLAS and relevant software packages.
Communication: Proven ability to write in a clear and
concise manner in English and to communicate effectively orally in the same
language.  Ability to draft
correspondence.
Teamwork: Demonstrated interpersonal skills and the
ability to work in a multi-cultural, multi-ethnic environment with sensitivity
and respect for diversity.
Knowledge: Knowledge and understanding of relevant
administrative, financial and accounting policies and procedures.
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 Office of the United Nations
High Commissioner for Human Rights (OHCHR) 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: 4th February 2015

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