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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.

Click Here

Deadline: 3^rd September 2019

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