The Ugandan Jobline

 Job Title:    Team Assistant

Organization: United
Nations Development Programme (UNDP)

Duty Station:
Uganda

 

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 Team Assistant will support the OHCHR
Moroto field office in all administrative tasks and provide support to other
staff, including secretarial support, upon request.

 

Key Duties and Responsibilities:  

·       
Provides
receptionist services, including welcoming visitors and channeling them to the
appropriate staff, as well as responding to the phone;

·       
Manages
appointments, drafting letters, and liaison with government officials, UN
Agencies, NGOs, donors and civil society organisations

·       
Drafts
staff meetings notes;

·       
Manages
administrative correspondence, including memos as requested by the team leader;

·       
Records,
distributes and files a copy of all incoming and outgoing correspondence;

·       
Disseminates
relevant administrative and substantive documents to all staff, as requested by
the team leader;

·       
Assists
Administrative Officer and Team Leader as required, including in managing
expenditure, reimbursements, etc;

·       
Ensures
proper filing of all documents, both of an administrative and substantive
nature;

·       
Maintains
office appointments and coordinate drivers’ weekly schedules and vehicle
maintenance.

·       
Assists
in the supervision of junior staff e.g. drivers, cleaners and coordinate their
daily tasks/schedules

·       
Ensures
the timely request, delivery and distribution of stationary, office supplies
for the Office (in coordination with Administrative Officer);

·       
Assists
in the organization of workshops, conferences, retreats and other public
information and external relations events, in particular provide logistical
support by liaising with caterers, venue, hotels  and other service providers etc;

·       
Gathers
information from staff regarding travel plans. 
Creates travel requests, send to HQ for approval and  ensure staff members comply with travel rules
and regulations and advise staff members/travelers of any discrepancy if change
in travel route has occurred

·       
Keeps an
updated database of OHCHR contacts, including Government, UN, civil society,
diplomatic community and the media;

·       
Ensures
the timely request, delivery and distribution of stationary and office supplies
for the Office etc. (in coordination with Administrative Officer);

·       
Ensures
that all documents awaiting distribution to other offices (including those from
the field office) are dispatched in a timely manner; and

·       
Completes
all other tasks assigned by the Team Leader.

 

Key Results:

·       
Effectively
deliver a wide range of administrative and office support functions under
moderate supervision of the Team Leader.

·       
Regularly
assist in drafting routine correspondence and other communications.

·       
Accurately
and in a timely manner, produce a range of documents, reports and other
outputs.

·       
Appropriately
apply relevant policies, guidelines, procedures and processes.

·       
Establish
effective working relationships with internal and external contacts at all
levels.

 

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations Development Programme (UNDP) Team
Assistant job should hold a Bachelor’s degree in Business Administration/Public
Administration, Logistics or other relevant field related to Administration.

·       
A
minimum of five years of experience in administration, finance/accounting or
related field is required. Knowledge of UN reporting standards, experience of
office management software like MS Office, (MS Excel, MS Words and other
related applications)

·       
Ability
to relate to the public and communicate effectively.

·       
Willingness
and ability to work as a team member.

·       
Ability
to read, understand, follow and enforce safety procedures.

·       
Language:
English and French are the
working languages of the United Nations Secretariat. For the post advertised,
fluency in oral and written English is required. Knowledge of another official
United Nations language is an advantage.

 

Competencies

·       
Professionalism
– Knowledge of general office and administrative support including
administrative policies, processes and procedures.  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.

·       
Communication:  Speaks and writes clearly and effectively;
listens to others, correctly interprets messages from others and responds
appropriately; asks questions to clarify, and exhibits interest in having
two-way communication; tailors language, tone, style and format to match
audience; demonstrates openness in sharing information and keeping people
informed.

·       
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.

·       
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.

·       
Accountability:
Takes ownership of all responsibilities and honours commitments; delivers
outputs for which one has responsibility within prescribed time, cost and
quality standards; operates in compliance with organizational regulations and
rules; supports subordinates, provides oversight and takes responsibility for
delegated assignments; takes personal responsibility for his/her own
shortcomings and those of the work unit, where applicable.

·       
Creativity:
Actively seeks to improve programmes or services; offers new and different
options to solve problems or meet client needs; promotes and persuades others
to consider new ideas; takes calculated risks on new and unusual ideas; thinks
“outside the box”; takes an interest in new ideas and new ways of doing things;
is not bound by current thinking or traditional approaches.

·       
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.

·       
Commitment
to Continuous Learning: Keeps abreast of new developments in own
occupation/profession; actively seeks to develop oneself professionally and
personally; contributes to the learning of colleagues and subordinates; shows
willingness to learn from others; seeks feedback to learn and improve.

·       
Technological
Awareness: Keeps abreast of available technology; understands applicability and
limitation of technology to the work of the office; actively seeks to apply
technology to appropriate tasks;

 

How to Apply:

All Interested
candidates who wish to join the United Nations Development Programme (UNDP)
should apply online at the link below.

 

Click
Here

 

Deadline: 2^nd April 2021

 

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