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

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 mainly 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.

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.
• At least seven years of
  progressively responsible experience in administration, procurement, HR,
  or logistic support service is a must;
• 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

UNDP is committed to achieving workforce diversity in terms
of gender, nationality and culture. Individuals from minority groups,
indigenous groups and persons with disabilities are equally encouraged to
apply. All applications will be treated with the strictest confidence.

How to Apply:

All interested Ugandans should apply online at the link
below.

Click Here

Note: UN Women is an equal opportunity
Employer. Qualified women and men are encouraged to apply.

Deadline: 12^th November 2019

For more of the latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs