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Job Title:    Administrative Assistant (UN
Diploma Jobs)

Organization: United
Nations Regional Service Centre Entebbe (RSCE)

Duty Station: Entebbe,
Uganda

Job Opening Number: 20-Administration-RSCE-146861-R-Entebbe (M)

Reports to: Deputy
Chief Regional Service Centre Entebbe

Grade: G5

 

About US:

The Regional Service
Centre Steering Committee is the decision-making body for RSCE, in compliance
with General Assembly resolutions, United Nations Secretariat rules and
regulations, strategic guidance from United Nations Headquarters and oversight
bodies. The Steering Committee consults with the Global Field Support Strategy
Implementation Coordination Team, as required.

 

Key Duties and Responsibilities:  Within delegated authority, the
Administrative Assistant will carry out the following duties:

·       
Ensures
effective and efficient functioning of the Deputy Chief RSCE`s office by
maintaining contact with visitors and staff, arrange appointments and meetings
including meeting room reservation, compiling and preparing briefing and
presentation material, background information and documentation for meetings.
Supports the office with leave monitoring and maintaining leave and absences.

·       
Make
travel arrangements and hotel reservations, processing requests for visa, ID
cards and other documents. Provide administrative support to conferences,
workshops, retreats. Research and retrieval of statistical data from internal
and external sources, preparation of statistical charts, tables and reports.
Follow up on deadlines, commitments made, action taken and coordination of
collection and submission of reports to Service line managers. Assists with
archiving and maintenance of the filing system ensuring safekeeping of
confidential materials.

·       
Participates
in relevant training for administrative staff.

·       
Ensures
effective administrative and logistical support by assisting support services
provided to all RSCE staff and staff of the Client Missions. Support the Deputy
Chief RSCE in drafting and maintaining SOPs and FAQs.

·       
Enters,
maintains and certifies administrative data and records for time and
attendance, performance appraisal, etc. in electronic information systems.

·       
Reviews
entitlements-related claims and reports.

·       
Provides
advice and guidance to staff with respect to administrative procedures,
processes and practices, liaising with central administrative services as
necessary.

·       
Maintains
and reviews organizational staffing tables; prints and reviews reports.

·       
Prepares
processes and follows-up on administrative arrangements and forms related to
the official travel of staff within the Deputy Chief RSCE pillar.

·       
Drafts
routine correspondence.

·       
Maintains
online and physical files of rules, regulations, administrative instructions
and other documentation related to the work of the Deputy Chief.

·       
Assists
with recruitment related activities including the scheduling of interviews,
note taking and drafting of evaluations as well as other related tasks.

·       
Coordinates
extensively with other stakeholders including RSCE Service line, client mission
and other senior leadership front office staff.

·       
Performs
other related administrative duties as required.

 

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations Regional Service Centre Entebbe (RSCE)
Administrative Assistant job placement should hold a High school diploma or
equivalent. Required.

·       
A
minimum of five (5) years of progressively responsible experience in
administration, finance, budget, accounting, audit, human resources or related
area is required.

·       
Experience
in the use of Microsoft Word, Excel and Powerpoint are required.

·       
Experience
in utilizing the human resources and travel module of an ERP system such as
Peoplesoft or SAP is desirable.

·       
Experience
in working in a front office setting is desirable.

·       
Experience
in the United Nations Common system or similar international organization is
desirable.

·       
Languages:
fluency in English is required.
Knowledge of French is desirable.

 

Competencies

·       
Professionalism
–Knowledge of United Nations
administrative policies, rules and regulations. Ability to function in a client
oriented manner in a front office setting. Ability to demonstrate effective
time management skills. Ability to communicate clearly and effectively in
written and spoken form. Ability to demonstrate excellent problem solving and
critical thinking skills. 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. Takes responsibility for incorporating gender perspectives and
ensuring the equal participation of women and men in all areas of work.

·       
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.

·       
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.

 

No Fee: The
United Nations does not charge a fee at any stage of the recruitment process
(application, interview meeting, processing, or training). The United Nations
does not concern itself with information on applicants’ bank accounts.

 

How to Apply:

All suitably
qualified and interested Ugandan candidates should send their applications
through the United Nations online portal at the link below.

 

Click Here

 

Deadline: 23^rd January 2021

 

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