The Ugandan Jobline

Job Title:      Administrative Assistant – Travel and
Registry

Organization: United
Nations Development Programme (UNDP) 

Duty Station: Kampala, Uganda

Reports to: Administrative
Associate

Grade: G5

About US:

The United Nations
Development Programme (UNDP) is the United Nation’s global development network.
UNDP advocates for change and connects countries to knowledge, experience and
resources to help people build a better life. The UNDP provides expert advice,
training, grant support to developing countries including Uganda with
increasing emphasis on assistance to the least developed countries.

Job Summary:
The Administrative Assistant – Travel and Registry provides travel and registry
related services in a large Country Office ensuring high quality and accuracy
of work in order to obtain the optimum travel services. He/she analyzes and
interprets rules and guidelines regarding travel and entitlements and provides
solutions to a wide spectrum of complex issues related to travel and
registry.  The Administrative Assistant
closely monitors travel expenditures, mail management, registry and internal
cost and ensures their timely and accurate billing, settlement and cost
recovery.   The Administrative Assistant
promotes a collaborative, client-focused, quality and results-oriented approach
in the delivery of travel services

Key Duties and Responsibilities:

·       
Ensures
implementation of operational strategies focusing on achievement of the
following results:

·       
Full
compliance of UN/UNDP rules and regulations, policies and strategies on travel
management.

·       
Ensure
implementation of cost saving measures through negotiation with travel service
provider, arrangement of the most economic route and appropriate itinerary.

·       
Supports
travel management processes for CO, NEX/DEX projects and at the request of
other Agencies focusing on achievement of the following results:

·       
Processing
of Purchase orders for travel in Atlas. Ensures availability of budget
according to COA.

·       
Processing
of cost-recovery bills in Atlas for the travel services provided by UNDP to
other Agencies.

·       
Follow-up
with contracted travel agent to ensure provision of high-quality professional
service and most competitive price.

·       
Provision
of information to the staff on travel including entitlements, travel route and
hotel arrangement.

·       
Provide
information on hotel for visiting UN/UNDP officials.

·       
Processing
requests for visas for all UN travelers, as well as requests for Resident
Permit and Diplomatic Identification Card for international staff.

·       
Arrangement
for airport pick-up of high-level officials and support to expediting of
customs and immigration procedures, as necessary.

·       
Ensures
maintenance of registry system focusing on achievement of the following results:

·       
Set up
and maintenance of the office filing system in accordance with the UNDP Global
Filing System

·       
Opening
of new subject files as required and disposal of old files in accordance with
the established retention schedule.

·       
Maintenance
of archives, making sure files are properly stored and accessible; safe keeping
of documents

·       
Provision
of photocopies of material from the confidential registry files, as requested
by staff. Assistance in the collection of 
reference and background material from registry files

·       
Establishment
and maintenance of records system of file movements within the office;
maintenance of the office circulation and reading files.

·       
Preparation
of correspondence and reports related to registry activities

·       
Supervision
of the Registry support staff

·       
Participation
in the creation and maintenance of an electronic registry/archive system in
close cooperation with the ICT staff

·       
Ensures
provision of effective mail management and cost recovery on Pouch Operations
focusing on achievement of the following results:

·       
Receipt,
registration, coding and forwarding of incoming faxes, letters and other
correspondence to proper department/unit/officer.

·       
Registration
and dispatch of the outgoing communications, including pouch, and follow-up
distribution. Prepares the summary of enclosure forms and necessary documents
and maintains the file on pouches received to ensure that all bags are
accounted for.

·       
Proper
prorating and billing of user agencies.

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations Administrative Assistant – Travel and
Registry job should have completed secondary education. Specialized training in
procurement and travel desirable. 

·       
Three to
five years of relevant administrative experience in the areas of
administration, procurement or travel service. 

·       
Experience
in the usage of computers and office software packages (MS Word, Excel, etc.)
and knowledge of automated procurement systems, experience in handling of
web-based management systems.

Competencies

Corporate
Competencies:

·       
Demonstrates
commitment to UNDP’s mission, vision and values

·       
Displays
cultural, gender, religion, race, nationality and age sensitivity and
adaptability

Functional
Competencies

·       
Knowledge
Management and Learning

·       
Shares
knowledge and experience

·       
Actively
works towards continuing personal learning and development in one or more
practice areas, acts on learning plan and applies newly acquired skills

·       
Development
and Operational Effectiveness

·       
Ability
to perform a variety of standard specialized and non-specialized tasks related
to visa application, ticketing and sourcing, hotel reservation, transportation
and customs clearance.

·       
Ability
to review a variety of data, identify and adjust discrepancies, identify and
resolve operational problems

·       
Ability
to perform work of confidential nature and handle a large volume of work

·       
Good
knowledge of administrative rules and regulations

·       
Strong
IT skills

·       
Ability
to provide input to business processes re-engineering, implementation of new
system

·       
Leadership
and Self-Management

·       
Focuses
on result for the client and responds positively to feedback

·       
Consistently
approaches work with energy and a positive, constructive attitude

·       
Remains
calm, in control and good humored even under pressure

How to Apply:

All suitably qualified
and interested Ugandan nationals should submit their applications online at the
link below.

Click
Here

Note: UNDP
reserves the right to select one or more candidates from this vacancy
announcement.  We may also retain applications and consider
candidates applying to this post for other similar positions with UNDP at the
same grade level and with similar job description, experience and educational requirements. UNDP
is committed to achieving diversity within its workforce, and encourages all
qualified applicants, irrespective of gender, nationality, disabilities, sexual
orientation, culture, religious and ethnic backgrounds to apply. All
applications will be treated in the strictest confidence.

Deadline: 9th April 2020

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