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Job Title:   Administrative Assistant (UN Jobs)   

Organisation: United Nations Industrial Development Organization (UNIDO)

Duty Station:  Kampala, Uganda

About US:

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.

Key Duties and Responsibilities: Under the supervision of the UNIDO Country Representative (UCR) in Uganda and in close cooperation with the GLO/RFO at HQ, the UNIDO Regional Hub in Ethiopia, and project staff in the field location, the Administrative Assistant provides administrative support and is responsible for the following key functions at the UNIDO Field Office (FO) in Uganda:

• Perform general administrative tasks such as arrangements for meetings, events, study tours, trainings and workshops.
• Provide logistical support to international consultants, national consultants, and visiting UNIDO staff members and in organizing meetings, study tours and workshops at the field level and travel requests and expense reports when required
• Monitor disbursements, commitments and budget allocations and availability for the FO.
• Consult to clarify the application of new financial and procurement rules and procedures, TC guidelines and other instructions
• Collect and compile all data and documents for bi-annual reports, annual reports, service providers’ reports and other reports as required.
• Keep track of FO budget expenditures; follow-up on status of contracts for the FO, provide information on the FO, draw the supervisor’s attention to problems encountered.
• Maintain project equipment inventories (both paper and electronic asset management) and ensure appropriate use.
• Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment/goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the FO as well as all project team in Uganda. Process all payments through relevant accounts and liaise with the supervisor, project teams in the country and UNIDO HQ to clear all payments in a timely manner.
• Assist with on boarding of new project personnel in Uganda.
• Assist in drafting regular and/or ad-hoc reports on FO activities.
• Carry out ad-hoc assignments and research activities, as required.
• Maintain all FO related files (both paper and electronic) and databases related to work.

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Qualifications, Skills and Experience:

• The applicant for the United Nations Industrial Development Organization (UNIDO) Administrative Assistant should have completed higher secondary education (high school diploma or equivalent). Formal administrative/secretarial/clerical training or equivalent, is desirable.
• Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.
• At least six years of work experience in the related fields of the post, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in project administration, accounting and finance, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, is required.
• Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is required.
• Languages: Fluency in written and spoken English is required.

How to Apply:

All candidates who wish to join United Nations Industrial Development Organization (UNIDO) in this capacity should apply online at the link below.

Click Here

Deadline: 2^nd May 2023

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