UN Administrative Assistant (Conference Coordinator) Job Careers – United Nations Regional Service Centre Entebbe (RSCE)


Job
Title:            
 Administrative
Assistant (Conference Coordinator)
Organization: United
Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe,
Uganda
Job Opening Number: 19-Administration-RSCE-120875-F-Entebbe (M)
Grade: FS5
Reports to: Deputy
Chief, RSCE
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: The Administrative Assistant
(Conference Coordinator) will be responsible for the following duties:
  • Responsible for all training, conference, workshop or other
    coordination services undertaken by the Regional Training and Conference
    Center (RTCC);
  • Provide administrative and logistical support for
    training/conferences, seminars, requested by client missions and other
    entities to be held at the RTCC through the preparation and delivery
    phases, with course directors, training focal points, trainers and
    participants.
  • Maintains and updates the training calendar as well as the courses
    and venues schedule, administer and update all training-related
    information;
  • Orient trainers to the training facilities and resources and
    provides logistic support in the delivery of courses;
  • Provide information and guidance to staff members regarding the
    program, coordinate students’ registration and accommodation, processing
    applications and preparing class lists;
  • Monitor availability of course materials and supplies, coordinate
    with the other Entebbe Support Base (ESB) Entities ensuring the timely
    delivery of services and equipment in support of courses and conferences;
  • Ascertain efficiency of computer equipment and installation of
    software/hardware; relay technical difficulties to the help desk and
    following up on problem solution;
  • Compile reports on training programs, maintain training records,
    review and file and prepare reports on training evaluations;
  • Assist in preparing needs analysis, participate in developing and
    organizing specific training programs to meet African Region Missions
    operational requirements;
  • Assist in developing and delivering training modules and workshops
    for internal clients; assist also in selecting and developing teaching
    aids such as handbooks, tutorials and other training materials;
  • Act as the RSCE training focal point and implement the RSCE staff
    development plan;
  • Design specific training programmes to meet RSCE operational
    requirements, staff development needs and develop systems and methods for
    disseminating information to mission personnel on training and staff
    development activities;
  • Assist in the development and tracking of career development
    programmes in liaison with the Department of Operations Support – Capacity
    Development Unit ( HRSD/OSO/DOS)
  • Collect and maintain statistical data on training activities and
    respond to queries and request for information on training programmes;
  • Prepare and monitor the budgetary allocations through regular
    reviews;
  • Supervise and manage performance of staff under supervision
  • Perform other relevant duties as requested by the supervisor.



Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations Regional Service Centre
    Entebbe (RSCE) Administrative Assistant (Conference Coordinator) job opportunity
    should hold a High school diploma or equivalent is required. Technical or
    vocational certificate in administrative services, finance, human
    resources or business administration is desirable.
  • A minimum of eight years of progressively responsible experience in
    general administration, conference management or other related fields is
    required.
  • Experience in organizing trainings, conferences and workshops is
    desirable.
  • Previous experience in event booking and management is desirable.
  • Languages: Fluency
    in English is required. Knowledge of French is desirable.



Competencies
Professionalism:
  • Knowledge of practices and processes in event booking and
    management.
  • Ability to plan and coordinate training, conferences, seminars,
    workshops or other events.
  • Ability to market and maximize the utilization of conference
    facilities.
  • 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 areas 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
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:
All suitably
qualified and interested candidates who wish to join the United Nations should
apply online at the link below.
Deadline: 3rd September 2019
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latest jobs, please visit http://www.theugandanjobline.com or
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