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Job Title:   Administrative Assistant (High School Diploma Jobs)

Organisation: United Nations Office of Internal Oversight Services (OIOS)

Duty Station: Entebbe, Uganda

Job Opening Number: 23-Administration-OIOS-199829-R-Entebbe (R)

Grade: G6

About US:

The Office of Internal Oversight Services (OIOS) was established in July 1994 as an operationally independent office that assists the Secretary-General in fulfilling his internal oversight responsibilities in respect of the resources and staff of the Organization through monitoring, internal audit, inspection, evaluation and investigation. The Office has the authority to initiate, carry out and report on any action it considers necessary to fulfill its responsibilities with regard to its oversight functions.

Key Duties and Responsibilities: Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management:

• Performs actions related to the administration of the unit’s human resource activities, related to recruitment of staff and consultants, on-boarding, relocation, performance evaluations, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Monitors staffing table and maintains relevant statistical records and files.

Budget and Finance:

• Assists in the preparation and review of financial and human resource proposals/requirements for the review of the Administrative Unit and the Executive Office of OIOS.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Prepares resource requirements for budget submissions for review by management.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. •Prepares or customizes financial reports from UMOJA system generated reports.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, and personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Processes request for office supplies, general services, logistics, and office space. Raise UMOJA acquisition documents for the purchase of various office requirements.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

Administrative support of investigations:

• Provides support to investigation teams with regards to logistics, operational planning, office administration, information technology requirements and participate in common services management meetings.
• Assists investigators in activities related to planning, organization and conduct of investigations of alleged violations of UN Rules, Regulations and pertinent administrative issuances.
• Assists with the preparation of reports and documentation, including statistical, or investigative findings.
• Initiates or updates information in the case management system, conduct research and background checks using appropriate databases.
• Coordinates meetings to review investigations and related subjects.
• Drafts interview or case summaries and other documents as required.
• Participates in field investigations as required, including translation and interpretation tasks.
• Performs other related duties, as assigned.

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Qualifications, Skills and Experience:

• The applicant for the United Nations Office of Internal Oversight Services (OIOS) Administrative Assistant job should hold a High school diploma or equivalent. Required. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally administered test at Offices Away.
• At least seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• Experience in supporting investigation teams is desirable.
• One year or more of experience in data analytics or related area is desirable.
• Languages: fluency in English is required. Knowledge of another official United Nations language is an advantage.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making.
• 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 and 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.

How to Apply:

All suitably qualified and interested candidates desiring to serve the United Nations Office of Internal Oversight Services (OIOS) in the aforementioned capacity should express their interest by visiting the UN recruitment website and clicking the link below

Click Here

Deadline: 22^nd March 2023

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