UN Jobs – Team Assistant / Administrative Assistant at United Nations Regional Service Centre Entebbe (RSCE)

Job Title:           Team Assistant / Administrative Assistant
Organization: United Nations – Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Job Opening Number: RSCE/GJO/LL/005/11-2016
Grade: GS-4
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 RSC.
Key Duties and
Responsibilities:   
Within limits of delegated authority, the
Team Assistant / Administrative Assistant is responsible for the following
duties:
Provide office support and carry out administrative functions:
·        
Drafts
responses to routine correspondence
·        
Supports
the team in reviewing documents and edit texts for accuracy, grammar,
punctuation and style, and for adherence to established standards formats
·        
Offers
support in the implementation of operational strategies of the team within the
service line by focusing on full compliance of administrative activities
with RSCE rules, regulations, policies and strategies and the provision of
inputs to the service line’s administrative business processes mapping and
implementation of the internal standard operating procedures.
·        
Quickly
responds to moderately complex information requests and inquiries and as
necessary refers inquiries to appropriate personnel for handling.
·        
Ensures
effective and efficient functioning of the team within the service line by
maintaining contact with visitors and staff, make arrangement of
appointments and meeting including meeting room reservation.
·        
Assist
the team within the service line with leave monitoring and maintaining leave
and absences.
·        
Maintains
files and records relevant to the team within the service line; maintenance of
office stationary supplies and any other related tasks.
·        
Actively
participates in relevant training for administrative staff.
·        
Ensures
effective administrative and logistical support by assisting support services
provided to all RSCE staff and staff of the client missions.
·        
Actively
contributes to the effectiveness and efficiency of the service line by
providing administrative support and specialized assistance to more
senior staff in the assigned area of responsibility
General Administration
·        
Performs
data entry functions.
·        
Prepares
processes and follows-up on administrative arrangements and forms related to the
official travel of staff.
·        
Maintains
files of rules, regulations, administrative instructions and other related
documentation.
·        
Maintains
up-to-date the team files (both paper and electronic).
·        
Coordinates
extensively with service line and liaises frequently RSCE and client
mission staff.
·        
Performs
other related administrative duties, as required.
·        
Work implies frequent interaction with the
following: Staff based at the Entebbe Support Base, Regional Service
Centre-Entebbe, and in UN peace operations. Visitors and representatives from
Permanent Missions, UN Common System and other international organizations,
NGOs, etc.
Qualifications, Skills and
Experience:
·        
The ideal candidate for the United Nations
Regional Service Centre Entebbe (RSCE) Team Assistant / Administrative
Assistant job should have completed a high
school diploma or equivalent is required. Certificate or diploma in the field of
administration, finance, human resources or related area is an advantage.
·        
At least four years’ experience in administrative services, finance, human resources
or related area.
·        
One year
experience working in an international organization is desirable.
·        
Advanced
computer knowledge (MS Office, Outlook)
·        
Languages: Fluency in oral and written English is required.
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 resources rules and regulations in work
situations; Ability to communicate with clients both verbally and in writing on
a range of administration-related issues; thorough knowledge of information
management system requirements and usage; 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. Commitment to implementing
the goal of gender equality by ensuring the equal participation and full
involvement of women and men in all aspects of work.
·        
Planning
& Organizing:

Develops clear goals that are consistent with agreed strategies; identifies
priority activities and assignments; adjusts priorities as required;
allocates appropriate amount of time and resources for completing work;
foresees risks and allows for contingencies when planning; monitors and adjusts
plans and actions as necessary; uses time efficiently.
·        
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.
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. Women are
strongly encouraged to apply.
How to Apply:
All suitably qualified and interested Ugandan candidates should send
their applications the following documents:
·        
The United Nations Personal History form (P-11),
Download Here; This should be
signed
·        
Proof of required academic certificates i.e.
Academic Certificate(s) and/or High School/Secondary Diplomas
·        
Latest performance evaluation reports / appraisals
The applicants with the completed documents are strongly encouraged to
apply via e-mail and must include the Vacancy Announcement Number (check
beginning of this advert) and Job Title to: rsce2-recruitment@un.org
Deadline: 27th December 2016

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