UN Admin Jobs – Team Assistant – United Nations Office of Internal Oversight Services (OIOS)

Job Title:    Team Assistant
Organization: United
Nations Office of Internal Oversight Services (OIOS)
Duty Station: Entebbe,
Uganda
Job Opening Number: OIOS/GJO/LL/001/01-2018
Grade: P4
Reports to: Auditor
About OIOS:
The Office of Internal
Oversight Services (OIOS) was established in July 1994 as an operationally
independent office that assists the Secretary-General in fulfilling his
internal oversight responsibilities in respect of the resources and staff of
the Organization through monitoring, internal audit, inspection, evaluation and
investigation. The Office has the authority to initiate, carry out and report
on any action it considers necessary to fulfill its responsibilities with
regard to its oversight functions.
Key Duties and Responsibilities: Within delegated authority, the Team Assistant will carry out the
following duties:
  • Performs a wide range of office support and
    administrative functions.
  • Provides general support to auditors in performing some
    audit procedures
  • Responds or drafts responses to routine correspondence
    and other communications; uses standard word processing package to produce
    a wide variety of large, complex documents and reports.
  • Keenly monitors processes and schedules related the unit’s
    outputs, products, tasks, etc.; where applicable, assists in the
    verification of receipt and accuracy of requisite documents, approvals,
    signatures, etc. to ensure compliance with relevant legal, financial and
    other requirements.
  • Researches, compiles and organizes information
    and reference materials from various sources for reports, work plans,
    studies, briefings, meetings/conferences, etc.
  • Generates a variety of standard statistical and
    other reports, work orders,
    etc., using various databases.
  • Proofreads documents and edits texts for
    accuracy, grammar, punctuation and style, and for adherence to established
    standards for format.
  • Screens phone calls and visitors; responds to
    moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.),
    and as necessary, refers inquiries to appropriate personnel for handling.
  • Provides secretarial, administrative and
    logistics support to meetings, boards, committees, conferences, etc.
  • Assists in the maintenance of websites by scanning, converting and
    posting a variety of documents onto the site.
  • Assists in the preparation of presentation
    materials using appropriate technology/software.
  • Maintains calendar/schedules; monitors changes
    and communicates relevant information to appropriate staff inside and outside the immediate work
    unit.
  • Performs data entry and extraction functions.
  • Reviews, records, distributes and/or processes
    mail and other documents; follows-up on impending actions.
  • Updates and maintains large distribution lists; monitors,
    prepares and distributes various materials, reports, where possible using
    electronic formats; handles arrangement for printing and translation as
    necessary; coordinates shipment arrangements, courier services, etc.
  • Performs general administrative tasks (e.g. leave and attendance
    recording, arrangements for meetings and other events, reservations,
    budget follow-up, etc.), to include preparing and/or processing
    administrative requests/documents (e.g. requisitions, purchase orders,
    travel requests, contracts, expenditure authorizations, visa applications,
    etc.).
  • Maintains files (both paper and electronic) and
    databases for work unit.
  • Assists in providing software and office
    equipment support.
  • Offers guidance to less experienced staff on general office
    processes and procedures, computer applications, etc.
  • Performs other duties as assigned.



Qualifications, Skills and Experience:
  • The
    ideal candidate for the United Nations Office of Internal Oversight
    Services (OIOS) Team Assistant job placement should hold a High school
    diploma or equivalent is required.
  • Possession of a diploma qualification in
    administration and/or business studies is desirable
  • A
    minimum of three years’ experience in audit or accounting office support or related area is desirable.
  • Knowledge of another official United Nations
    language is an advantage.
  • Languages:
     
    Fluency in oral and written English is
    required.
Personal Competencies:
  • Professionalism – Knowledge
    of general office and administrative support including administrative
    policies, processes and
    procedures. 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.
  • Communication: Speaks and
    writes clearly 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.
  • 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.
  • 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.
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:
All suitably qualified and
interested Ugandan candidates should send their applications with 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: 11th February 2018

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