The Ugandan Jobline

• The
  incumbent ensures implementation of operational strategies of the
  service line by focusing on full compliance of administrative activities
  with RSCE rules, regulations, policies and strategies and the provision of
  inputs to the service line’s administrative business processes mapping and
  implementation of the internal standard operating procedures.
• The
  jobholder also ensures effective and efficient functioning of the service
  line by maintaining contact with visitors and staff, make arrangement of
  appointments and meetings including meeting room reservation;
  compiling and preparing briefing and presentation material, background
  information and documentation for meetings. Supports the service line with
  leave monitoring and maintaining leave and absences.
• Tasked
  with making arrangements of travel 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.
• Offers
  support to office maintenance and assets management by maintaining records
  on assets management, preparation of reports and support in asset
  certification processes. Maintaining files and records relevant to the
  service line; maintenance of office stationary supplies and any
  other related tasks.
• 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 administrative Officer in drafting and maintaining SOPs
  and FAQs.
• The
  jobholder also 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.
• Offers
  technical advice and guidance to staff with respect to
  administrative procedures, processes and practices, liaising with central
  administrative services as necessary.
• Keenly
  monitor and evaluate the effectiveness of related guidelines, staff rules,
  HR rules and regulations, practices and procedures, and makes
  recommendations through the Service Delivery Manager where 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.
• The
  jobholder also drafts routine correspondence.
• Maintains
  files of rules, regulations, administrative instructions and other related
  documentation.
• Maintains
  up-to-date work unit files (both paper and electronic).
• Coordinates
  extensively with service lines and liaises frequently with RSCE and Client
  Mission staff.
• Perform
  other related administrative duties as and when required by the
  Supervisor.

• The ideal candidate for the United Nations
  Regional Service Centre Entebbe (RSCE) Administrative Assistant job
  opportunity should hold a High
  school diploma or equivalent is required.
• At least five (5) years of progressively responsible experience in administrative
  services, human resources, finance, accounting, audit or related
  area is required.
• One year of experience working in administration or human resources within an
  international organization or non-governmental organization – in a
  conflict or post-conflict setting is desirable.
• Previous
  experience in a shared service center is desirable.
• Languages: Fluency in oral and written English
  is required. Knowledge of another official United Nations language is an
  advantage.

• Professionalism: Contributes to the effectiveness and
  efficiency of the Service Line or Service Delivery by providing
  administrative support and specialized assistance to more senior staff to
  the assigned area of responsibility. 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.
• 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.

• The United Nations Personal History form
  (P-11), Download Here; This should be signed
• Copies of academic certificate (s) and/or
  High School Diploma
• Latest performance evaluation report (for
  internal UN Candidates)

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