UN Jobs – Administrative Assistant at United Nations MONUSCO

Organisation: United Nations Organisation Stabilization Mission
in the Democratic Republic of the Congo (MONUSCO)
Duty Station: Entebbe, Uganda
Job Number: 55120
Reports to: Chief of the Entebbe Support Base
About MONUSCO:
Following
the signing of the Lusaka Ceasefire Agreement in July 1999 between the
Democratic Republic of the Congo (DRC) and five regional States (Angola,
Namibia, Rwanda, Uganda and Zimbabwe) in July 1999, the Security Council
established the United Nations Organization Mission in the Democratic Republic
of the Congo (MONUC) by its resolution 1279 of 30 November 1999, initially to
plan for the observation of the ceasefire and disengagement of forces and maintain
liaison with all parties to the Ceasefire Agreement. Later in a series of
resolutions, the Council expanded the mandate of MONUC to the supervision of
the implementation of the Ceasefire Agreement and assigned multiple related
additional tasks.
Key Duties and Responsibilities: 
1. General
Administration:
  • Draft routine correspondence to respond to
    enquiries in respect to relevant administrative, financial audit and
    personnel matters; schedule meetings and appointments; maintain files of
    administrative instructions and other rules and regulations;
  • The incumbent will coordinate extensively
    with service units and liaise frequently with internal team members both
    in Uganda and in Democratic Republic of Congo;
  • Perform other related administrative duties,
    as required e.g., operational travel plan for unit/section; physical space
    allocation plans and the identification of office technology needs and
    maintenance of equipment, software and systems; prepare presentations;
    assist with the organization and coordination of seminars, conferences and
    official visits;
  • Builds and strengthens relationships with
    tenants and clients of the Entebbe Support Base;
2. Human Resources
Management:
  • Initiate, review, process and follow-up on
    actions related to the administration of the unit’s human resource
    activities;
  • Quickly respond to enquiries and provide
    information and advice to staff regarding the administrative procedures,
    processes and practices;
  • Oversee the maintenance vacancy announcement
    files and keep track of status of all current vacancy announcements;
  • Maintain and monitor administrative data and
    records for time and attendance, performance appraisal, etc. in electronic
    information systems.
3. Budget and Finance:
  • Render support in the preparation of
    supporting narrative and tables regarding the budget cost estimates,
    coordinate with other sections regarding any clarification or additional
    input required for the formulation of the yearly budget of ESB.
  • Keenly review expenditures and compare with
    the approved budget; suggest adjustments as necessary. Assist in the
    elaboration of resource requirements for budget submission; coordinate
    with other finance and budget staff on related issues during the
    preparation of the budget report.
  • Render support in the preparation of budget
    performance submissions and in the finalization of budget performance
    reports.
  • Perform any other duties as required.
Qualifications, Skills and Experience: 
  • The ideal candidate for the United Nations MONUSCO
    Administrative Assistant should have completed High school or hold an equivalent
    diploma. Technical or vocational certificate in audit, administrative
    services, human resources, and paralegal related issues is desirable.
  • A minimum of six years of progressively
    responsible experience in the field of human resources, audit,
    administrative services, in justice, law firm or attorney at law offices
    or in other related fields.
  • Proficiency in using word processing,
    spreadsheet and presentation software is required. Previous experience
    working in the United Nations or other international organization is
    desirable.
  • Languages: English and French are the working
    languages of the United Nations Secretariat. For the position advertised,
    fluency in English (both oral and written) is required. Knowledge of
    French is an advantage.
Personal Competencies:
Core Competencies:
  • Professionalism – Ability and experience across a
    broad range of administrative functions, e.g., budget/work program, human
    resources, document management, audit, law related issues, etc. Knowledge
    and application of the UN systems, staff rules and regulations. Ability to
    manage processes, maintain accurate records, interpret/analyze a wide
    variety of data, and identify/resolve data discrepancies and activity
    problems. Experience in handling sensitive and/or confidential
    information. 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.
  • 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
  • Client Orientation: Considers all those to whom services
    are provided to be “clients ” and seeks to see things from 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. Monitors ongoing developments
    inside and outside the clients’ environment to keep informed and
    anticipate problems. Keeps clients informed of progress or setbacks in
    projects. Meets timeline for delivery of products or services to client
NB: The United Nations does not charge a fee at any
stage of the recruitment process (application, interview meeting, processing,
or training). The United Nations does not concern itself with information on
applicants’ bank accounts.
How to Apply:
If
interested in joining the United Nations Organisation Stabilization Mission in
the Democratic Republic of the Congo (MONUSCO) in the aforementioned capacity,
please click on link below to visit website and create profile or express
interest if you already have a profile on the UN system
Deadline: 22nd February 2016

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