The Ugandan Jobline

Job Title:        Administrative
Associate

Organization: United
Nations Entity for Gender Equality and the Empowerment of Women (UN Women)

Duty Station: Kampala,
Uganda

Reports to: Operations
Manager

Grade: SB-3

About US:

The United Nations
Entity for Gender Equality and the Empowerment of Women (UN Women), grounded in
the vision of equality enshrined in the Charter of the United Nations, works
for the elimination of discrimination against women and girls; the empowerment
of women; and the achievement of equality between women and men as partners and
beneficiaries of development, human rights, humanitarian action and peace and
security. UN Women provides support to Member States’ efforts and priorities in
meeting their gender equality goals and for building effective partnerships with
Government, civil society and other relevant actors.

Job Summary:  The Administrative Associate supports the
Office Operations by performing a variety of standard administrative processes
ensuring high quality and accuracy of work. The Administrative Associate
promotes a client, quality and results-oriented approach.  S/he works in close collaboration with the
Operations, Programme and projects staff team to ensure consistent service
delivery and to resolve complex administration related issues and information
delivery.

Key Duties and Responsibilities: 

Provide general
administration and operations support to the Uganda CO in compliance with UN
Women rules, regulations, policies, and strategies

• Organize shipments, customs clearance arrangements, and prepare
  documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel
  authorizations, process requests for visas and Daily Subsistence Allowance
  (DSA), identity cards and other documents;
• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to maintenance of premises and common
  services, as needed;
• Maintain filing system ensuring safekeeping of confidential
  materials, as necessary.
• Coordinate and organize assets management and procurement processes
• Monitor and maintain office stationery supplies including
  maintenance of stock list of stationery, distribution of stationery and
  keeping a log of distribution;
• Coordinate assets management in the office, prepare and submit periodic
  inventory reports, coordinate physical verification of inventory items;
• Provide inputs to the preparation of procurement plans for the
  office and monitor their implementation;
• Generate procurement related reports; research and draft responses
  to enquiries;
• Review procurement requests and initiate procurement procedures for
  office and project equipment, supplies and services;
• Organize procurement activities and processes, including preparation
  and conduct of Request for Quotations, Invitations to Bid or Requests for
  Proposals, the opening and evaluation of tenders;
• Coordinate contract negotiations, prepare request for award of
  contract for the review and approval of relevant authorities, as required;
• Prepare Purchase Orders (PO) and contracts in and outside Atlas,
  create vendor profiles in Atlas;
• Review procurement processes conducted by projects; submissions to
  the Procurement Review Committee.

Provide
administrative support to travel arrangements and office transportation

• Collect and process information and documentation for Daily
  Subsistence Allowance (DSA), travel agencies and other administrative
  surveys;
• Arrange travel and hotel arrangements for staff and visitors;
• Oversee the drivers; manage their schedules;
• Track and log the use of fuel

Provide administrative
support to the organizing of the Regional Office’s meetings and panels

• Prepare presentation materials;
• Arrange the logistics of the RO’s meetings, including booking
  conference rooms, arranging catering, and facilitating building access for
  meeting participants;
• Finalize memoranda, list of participants; and send letters of
  invitation and other documents;
• Attend meetings, prepare minutes, and monitor follow up activities.

Provide
administrative support to knowledge building and knowledge sharing

• Provide administrative support in the organization of trainings for
  the operations/ projects staff on administrative related matters;
• Compile lessons learnt and best practices in administration,
  procurement, and human resources.

Key Performance Indicators;

• Adherence to UN Women rules and regulations;
• Timely and quality procurement services;
• Perform duties in a transparent and cost-effective manner;
• Provide timely and quality advice to clients;
• Timely and quality reports

Qualifications, Skills and Experience:

• The ideal applicant for the United Nations UN Women Administrative
  Associate job placement should have completed secondary education
• Bachelor’s degree in Business or Public Administration or related
  fields is an asset.
• Six years of progressively responsible experience in administration,
  procurement, HR, or logistic support service;
• Experience in the usage of computers and office software packages
  (MS Word, Excel, etc.);
• Experience in the use of ATLAS is an asset.
• Language: Fluency
  in English is required. Knowledge of the other UN official working
  language is an asset.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional
Competencies

• Ability to administer and execute administrative processes and
  transactions;
• Ability to perform work of confidential nature and handle a large
  volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data

How to Apply:

All suitably
qualified and interested candidates who so desire to join the United Nations Entity
for Gender Equality and the Empowerment of Women (UN Women) 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.

Click Here

Deadline: 9^th August 2019

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