Job Title: Office Assistant
Organization: United
Nations Development Programme (UNDP)
Duty Station:
Kampala, Uganda
Reports to: Administrative
Officer
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.
Key Duties and Responsibilities: Under the direct supervision of the
Administrative Officer, the Office Assistant will be responsible for the
following duties:
Provide
Administrative Support to the Office:
·
Manages
appointments, drafting letters, and liaison with government officials, UN
Agencies, NGOs, donors and civil society;
·
Manages
incoming and outgoing phone calls including taking down messages
·
Drafts
staff meeting notes (bi-weekly);
·
Disseminates
general information to incoming telephone inquiries and guests
·
Maintains
and updates weekly office plan;
·
Manages
petty cash, reimbursements and accountability;
·
Make
travel arrangements including preparing Travel Authorizations, security
clearances for all staff travelling;
·
Receives,
facilitates timely and organized delivery, collection, reproduction and
transmittal of correspondence, documents, pouch services and administrative
supplies;
·
Re-arranges
front office and create easy accessibility for field staff
·
Maintains
up to date contact list (UN, Diplomatic Missions, NGOs, Government);
·
Maintains
Media contact list (International and National)
·
Maintains
office appointments;
·
Maintains
office stock of publications and make orders for replenishments when stocks run
low;
·
Updates
and maintains UNOHCR Uganda Telephone directory;
·
Supervises
junior staff e.g. cleaners and coordinate their daily tasks/schedules
·
Keeps
timely filing of office documents for easy accessibility both electronic and
paper;
·
Sets up
and maintain user friendly filing system for easy accessibility and assist
staff in maintaining theirs;
·
Performs
any other related duties assigned.
Qualifications, Skills and Experience:
·
The
ideal candidate for the United Nations Development Programme (UNDP) Office
Assistant should have completed secondary education with specialized
certification in Secretarial services or other related field.
·
A
minimum of three years of relevant work experience, preferably in international
organizations.
·
Language: Fluency in written and spoken English with
good communication skills and strong drafting ability. Fluency in national
language of the duty station is required.
Competencies
·
Professionalism:
Demonstrated conceptual
analytical and evaluation skills, ability to conduct independent research and
analysis, identify issues, formulate opinions, make conclusions and
recommendations;
·
Planning
& organizing: Ability to
establish priorities and to plan, coordinate and monitors own work plan;
·
Client
orientation: Ability to
identify clients’ needs and appropriate solutions; ability to establish and
maintain productive partnerships with clients;
·
Commitment
to continuous learning:
Willingness to learn and keep abreast of new developments in the field of
administration;
·
Technology
awareness: Solid computer
skill, including proficiency in word processing, spreadsheets, IMIS, and
relevant software packages;
·
Communication:
Proven ability to write in a
clear and concise manner in English and to communicate effectively orally in
the same language. Ability to draft correspondence and reports;
·
Teamwork:
Demonstrated interpersonal
skills and the ability to work in a conflict-ridden, multicultural,
multi-ethnic environment with sensitivity and respect for diversity;
·
Knowledge: Knowledge and understanding of relevant
administrative, financial and accounting policies and procedures.
How to Apply:
All Interested
candidates who wish to join the United Nations Development Programme (UNDP)
should apply online at the link below.
Deadline: 1st April 2021
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