The Ugandan Jobline

• Update
  and maintains records of all attendance records for OHCHR Uganda
  staff. 
• Support
  the National Administrative Officer with the recruitment process including
  preparing the long list and compiling the required documentation for CRP
  and CAP meeting.
• Maintain
  a schedule of staff appraisals and when they are due including reminding
  the respective supervisors for the same.
• Prepare
  memos to Geneva and UNDP for contract renewals and extensions as in
  advance of their respective expiry.
• Maintains
  archives of all administrative contracts and financial transactions (hard
  and electronic copies) and updates filing systems as required.
• Supports
  the Administrative Officer with contract requests and processing (SSA,
  Institutional Contracts, and Contracts for Professional Services).  Ensures that supporting documentation
  needed for contract file is obtained and provides relevant forms to the
  vendor.  Follows up on approvals for
  payment requests and ensures that performance evaluations are completed.
• Gathers
  information from staff regarding travel plans.  Creates travel requests, sends
  notification for approval requests. Ensure staff members comply with
  travel rules and regulations and advises staff members/travellers of any
  discrepancy if change in travel route has occurred.
• Assist
  in updating shadow budgets and expenditure records and works with the
  Administrative officer to monitor work plans, practice delivery and
  related re-programming as needed. Follows up with concerned managers to
  ensure records are updated in a timely fashion.

• Maintain
  files on administrative rules and guidelines and disseminate to all staff.
• Receive
  all accountabilities, send out reminders to the field offices and ensure
  correctness and completeness for the attention of the National
  Administrative Officer.
• Manages
  travel arrangements for staff. Prepares travel authorizations and all
  related travel claims (including DSA, reimbursement claims, etc.).  When needed, assists staff members in
  any other travel logistics.
• Supports
  the Administrative Officer with grant management function.
• Prepare
  payment requests and ensure that the right code are captured for all
  expenses
• Procurement
  Functions
• Update
  vendor profiles and covers all support aspects of Local Purchase Order
  processing (RFQ, collection of supporting documentation, analyse
  quotations for approval or forward quotations to competent staff member
  for analysis, and forward to AO for issuance).
• Support
  in procuring office supplies, computers, printers and other
  equipment.  Ensures that serial
  numbers are recorded for Asset Management purposes.
• Expeditiously
  follow up on delivery of ordered items.
• Collects
  all receipts of purchases and ensures that payments are done on time.

• Support
  in briefing international and national personnel and vendors on general
  administrative matters, provides advice and arranges administrative
  support as required.
• Maintains
  the team’s files of rules, regulations, administrative instructions and
  other related documentation for reference and distribution and informs/advises
  concerned staff on related updates.
• Preparing
  for conferences and workshop seminars and annual retreats assisted by the
  Office Assistant.  This includes
  organizing travel for participants, making travel related payments and
  responding to any other necessary activities.  Perform all Atlas management duties
  attached to these coordination tasks (including creating purchase orders,
  vendors, etc.);
• Provides
  general secretarial and administrative assistance to the National
  Administrative Officer when requested.

• Maintain
  the fixed assets inventory record and carry out periodic inventory and
  fixed asset count.
• Ensure
  consistent use and maintain a register of all property receipts for assets
  signed out to staff.

• Support
  the Administrative Officer with driver and vehicle management functions.
• When
  required to undertake duties/tasks assigned to the Office
  Assistant/Secretary in he/her absence.
• Performs
  other related tasks, as required.

• The
  applicants for the United Nations Administrative Assistant vacancy should
  hold a University degree in Business Administration (with a good
  background in finance), Commerce, Finance or Accounting.
• A
  minimum of five or more (5) years of combined progressively responsible
  experience in related financial/administrative functions.
• Past
  experience in the use of computers and office software packages (MS
  Office, especially Excel, Word, Excel, Power Point, Lotus, etc) and
  experience in handling of web based management systems.
• Working
  knowledge of UN rules and regulations, as it pertains to human resources
  management, financial management and general administration services an
  asset

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