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Job Title:    Administrative Officer

Organization: United
Nations Regional Service Centre Entebbe (RSCE)

Duty Station: Entebbe,
Uganda

Job Opening Number: 20-Administration-RSCE-144362-J-Entebbe (M)

Reports to: Chief
of Section, Travel, Claims, Education Grant (Service Delivery Manager).

Grade: P4

 

About US:

The Regional Service
Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the
adoption of General Assembly resolution 64/269. The Centre provides efficient,
client-oriented and scalable services with the goal of moving transactional,
non-location-dependent administrative functions to the Centre from its client
entities. This includes transactional elements of human resources, finance,
multimodal movement and control, personnel and cargo transport and information
and communications technology (ICT) support. In addition to these services, the
Office of the Chief RSCE and support offices through the Deputy Chief RSCE
provides overall guidance on the operations of the RSCE including strategic
planning, communication, budgeting, human resources management, property
management, quality assurance and business intelligence, conference services, record
keeping and archive management, and audit response and risk management.

 

Key Duties and
Responsibilities: Within delegated
authority, and on behalf of the Service Line, the Administrative Officer
(Travel Service Line Manager) is responsible for the following:

Travel
Administration

·        
Overviews
RSCE’s Travel Management Service (TMS) contracts, including monitoring of
contract performance so as to ensure adherence to contractual conditions and
compliance with the UN travel policies;

·        
Oversees
all matters relating to RSCE travel operations;

·        
Contributes
to the review and implementation of travel operational changes and carries out
special reviews;

·        
Monitors
the contractual and operational elements of TMS service effectiveness,
implementation of changes and improvements;

·        
Participates
in the identification, selection and negotiation of suitable travel and
shipping vendors as well as in the tendering process for travel related
vendors;

·        
Contributes
to negotiations with travel industry vendors and supports management in
monitoring the effectiveness of negotiated vendor programmes, including
tracking and monitoring performance and discounts;

·        
Reviews
needs and proposes changes to policies, administrative systems and procedures,
as appropriate;

·        
Assists
with provision of data to internal and external auditors and implementation of
audit recommendations;

·        
Deploy
dashboards to client entities to facilitate monitoring of travel data and
better management of the clients.

General

·        
Manages
the achievement of RSCE key performance indicators (KPIs) and all Service Level
Agreement (SLAs) components for RSCE travel services.

·        
Manages
the development of the Service Line’s annual budget development programme,
particularly with respect to the establishment of major resourcing priorities, preparing
cost estimates and budget proposals, related to the Service Line’s resourcing
requirements such as staff and non-staff requirements, including programmatic
aspects; reviews, analyzes and revises data with respect to the finalization of
the budget proposals as well as Result Based Budgeting inputs.

·        
Manages
the efficient and effective use of budgetary resources through robust
monitoring of budget utilization to the approved budget and timely provision of
information to RSCE management for decision making; provides support and
guidance to fund centre/Client Missions on budget implementation and corrective
actions where necessary.

·        
Provides
policy guidance, financial interpretations, adaptations and corrective actions
in response to audits and other queries to ensure adherence to the UN Financial
Regulations and Rules, Staff Rules, Administrative Instructions, Bulletins and
Circulars under the guidance of the Service Delivery Manager.

·        
Provides
advice on the development, modification, interpretation, and implementation of
and exceptions to United Nations staff regulations, rules, policies and
practices on entitlements and other human resources related matters as
required.

·        
Acts as
a Certifying Officer under Financial Rule 105.5 or Approving Officer under Financial
Rule 105.4 in adherence with the UN Regulations and Rules.

Staff and
Management

·        
Supervises
the implementation of the performance appraisal system and monitors its
compliance with the proper implementation of the performance management system,
providing guidance and substantive support, including recommendations on
training needs, to staff on standards for the development of service, unit and
individual work plans.

·        
Ensures
full compliance with the performance appraisal system and provides input to the
establishment of Management Review Committee and Joint Monitoring Committee and
Rebuttal Panel and acts as their facilitator and ex-officio member

Other

·        
Provides
substantive inputs for the development of a communication strategy with a
provision of input related to the travel service line as required.

·        
Performs
other duties as maybe assigned.

 

Qualifications, Skills and Experience:

·        
The
ideal candidate for the United Nations Regional Service Centre Entebbe
(RSCE) Administrative Officer job placement should hold an advanced
university degree (Master’s degree or equivalent) in business or public
administration, accounting, finance, human resources management, social
sciences, education or related field is required. A first-level university
degree in combination with relevant years of experience in financial
management, accounting or other related field, may be accepted in lieu of the
advanced university degree. Professional recognition as Certified Public
Accountant (CPA), chartered accountant or their equivalent is desirable.
Trainings and certification in travel management and administration from
accredited institutions is desirable.

·        
A
minimum of seven (7) years of progressively responsible experience in cost
management and budget formulation, cost control and monitoring, accounting and
financial reporting, or analysis and interpretation of financial results, human
resources management, administration or related area is required

·        
Experience
in supporting international operations involving military/security, logistics,
infrastructure development, or a similar undertaking is desirable.

·        
Five (5)
years’ experience working in a United Nations peacekeeping operation, funds,
and programmes or similar international organization or non-governmental
organization in a conflict or post-conflict setting is desirable.

·        
Experience
with human resources systems and management in an international setting is
desirable.

·        
Experience
in travel administration within the United Nations or similar international
organization is desirable.

·        
Languages:
fluency in English (both oral
and written) is required.

 

Competencies

·        
Professionalism
–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

·        
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.

·        
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.

·        
Teamwork
– Works collaboratively with
colleagues to achieve organizational goals; Solicits input by genuinely valuing
others’ ideas and expertise; is willing to learn from others; Places team
agenda before personal agenda; Supports and acts in accordance with final group
decision, even when such decisions may not entirely reflect own position;
Shares credit for team accomplishments and accepts joint responsibility for
team shortcomings.

 

How to Apply:

All suitably
qualified and interested Ugandan candidates should send their applications
through the United Nations online portal at the link below.

 

Click Here

 

Deadline: 17^th November 2020

 

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