The Ugandan Jobline

• Full compliance of administrative activities with UN/UNDP rules,
  regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes
  mapping and implementation of the internal standard operating procedures
  (SOPs).
• Provision of inputs to preparation of administrative team
  results-oriented work plans.

• Prepare requests for resident permits, international/diplomatic
  staff IDs, travel visas, and follow-up for their issuance from Ministry of
  Foreign Affairs. Administers extension of UNLPs and ensures filing and
  sending the supporting documents to

• Organization of shipments, customs clearance arrangements,
  preparation of documents for UNDP shipments (received/sent), Preparation
  of all necessary documentation, implementation of follow-up actions
• Performance of a Buyer role in Atlas and preparation of POs for
  travel activities.
• Support to organization of procurement processes including
  preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids
  or proposals, their preliminary evaluation. Preparation of POs.
• Arrangements of travel and hotel reservations, preparation of travel
  authorizations, processing requests for visas, identity cards and other
  documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other
  administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance
  and insurance.
• Checking and recording of vehicle daily log and gas consumption,
  update and maintenance of vehicle history report.
• Custodian for management of office stationery supplies including
  maintenance of stock list of stationery, distribution of stationery as
  required by staff and keeping a log of distribution.
• Maintenance of the filing system ensuring safekeeping of
  confidential materials.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and
  external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and
  coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information
  for audit.

• Participation in the training for the operations/projects staff on
  administration.
• Sound contributions to knowledge networks and communities of
  practice.

• The ideal applicant for the United Nations UNDP Admin Assistant
  (Protocol) job placement should have completed Secondary education.  Certification in administration is desirable.
• Three years of relevant experience in administration or programme
  support service.
• Previous experience in the usage of computers and office software
  packages (MS Word, Excel, etc.)
• Prior experience in handling of web-based management systems.
• Fluency in the UN and national language of the duty station.

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age
  sensitivity and adaptability

• Shares knowledge and experience
• Actively works towards continuing personal learning and development
  in one or more practice areas, acts on learning plan and applies newly
  acquired skills

• Ability to perform a variety of standard specialized and
  non-specialized tasks and work processes that are fully documented,
  researched, recorded and reported
• Ability to review a variety of data, identify and adjust
  discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large
  volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills, knowledge of Atlas
• Ability to provide input to business processes re-engineering,
  implementation of new systems

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive,
  constructive attitude
• Remains calm, in control and good humored even under pressure

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