The Ugandan Jobline

Job Title:   Office Assistant

Organization:
United Nations Development Programme (UNDP)

Duty Station:
Uganda

Grade: G3

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.

About the Project:

In implementing the
mandate of the High Commissioner for Human Rights, OHCHR Uganda carries out
interventions under five thematic areas: Strengthening the rule of law and
accountability for human rights violations; Enhancing and protecting Civic
Space and people’s Participation; Integrating human rights in sustainable
development; Enhancing equality and countering discrimination; and Increasing
implementation of the international human rights mechanisms’ outcomes. OHCHR’s
interventions relate to the provision of technical assistance, including legal
advice and capacity building, monitoring of human rights issues, and engaging
in advocacy, among others.                                                                                                           

Key Duties and Responsibilities: 

·       Under the direct supervision of the Head of
the Sub-Office, the Office Assistant will be responsible for the following
duties

·       Provide receptionist services, including
welcoming visitors and directing them to the appropriate staff, as well as
responding to phone calls

·       Operate and maintain a variety of office
equipment in the performance of basic office functions, e.g. photocopier,
printer, scanner, etc

·       Photocopy a variety of documents and other
materials

·       Prepare administrative correspondence,
including memos and emails, as requested by the Head of Sub-Office

·       Record, distribute and file in an efficient
registry and filing system all incoming and outgoing correspondence

·       Disseminate relevant administrative and
substantive documents to international /national staff

·       Receive and format monthly information for
the Head of Sub-Office

·       Ensure proper filing of all documents, both
of administrative and program nature

·       Keep an updated database of OHCHR contacts,
including UN, civil society and public authorities

·       Ensure timely request and delivery of
stationary and office supplies to the field office

·       Ensure that all documents awaiting
distribution to other offices are dispatched in a timely manner

·       Develop and maintain a weekly schedule of
staff and vehicle movements.

·       Assist with vehicle maintenance functions.

·       Coordinate a variety of administrative duties
(e.g. leave requests, meeting organization, travel requests, expense claims)

·       Assist in the preparation and organization of
programme events/workshops, as required, and provide logistical support to the
programme team

·       In coordination with the Kampala
Administrative Officer and Head of Sub-office, assist in sourcing for
quotations for procurement of service providers, workshop venues, material
supplies

·       Complete other related tasks assigned by the
Head of Sub-Office.

·       Provide general office and administrative
support, including accurate and timely production and processing of documents
and administrative requirements. 
Maintain accurate records and/or data. 
Appropriately apply relevant policies, guidelines, procedures and
processes.  Recognize and report data and
other discrepancies.  Appropriately apply
relevant policies, procedures and processes. 
Establish effective working relationships with internal and external
contacts at all levels.

Qualifications, Skills and Experience:

·       Completion of secondary education

·       At least 3 years of combined progressively
responsible experience in related areas, i.e. human resources, general
administration, financial administration, and field operations

·       UN experience in the field and/or
headquarters level is an advantage.

·       Fluency in oral and written English.

·       Fluency in the language of the duty station
is highly desirable

Competencies

·       Professionalism – Knowledge of basic clerical functions.  Ability to operate standard office equipment.   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.

·       Planning and Organizing – Ability to establish priorities and to plan, coordinate and monitor own work plan; Demonstrated ability to apply good judgment in the context of assignments given;

·       Communication – Ability to speak and write in a clear and concise manner, including ability to draft a variety of reports, correspondence, etc

·       Technological Awareness – Good computer skills, including proficiency in word processing, excel, spreadsheets, other and relevant software packages;

·       Teamwork – Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

How to Apply:

All Interested
candidates please apply 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.

The United Nations
does not charge any application, processing, training, interviewing, testing or
other fee in connection with the application or recruitment process. Should you
receive a solicitation for the payment of a fee, please disregard it.
Furthermore, please note that emblems, logos, names and addresses are easily
copied and reproduced. Therefore, you are advised to apply particular care when
submitting personal information on the web.

Deadline: 29^th July 2020

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