The Ugandan Jobline

Job Title:        Administrative
Assistant

Organisation: United
Nations High Commissioner for Refugees (UNHCR)

Duty Station: Uganda

Vacancy Notice: Internal/ External Vacancy notice no. 008/2020

Position Number: 10030709

Position Grade: GS-4

About US:

The Office of the
United Nations High Commissioner for Refugees was established on December 14,
1950 by the United Nations General Assembly. UNHCR’s mandate under the Statute
of the Office of the United Nations High Commissioner for Refugees is to lead
and co-ordinate action for international protection to refugees; seek permanent
solutions for the problems of refugees and safeguard refugee rights and
well-being. UNHCR has an additional mandate concerning issues of statelessness,
as it is given a designated role under Article 11 of the 1961 Convention on the
Reduction of Statelessness.

Job Summary:  The Administrative Assistant will provide
administrative assistance to the immediate supervisor and/or Head of the
Office, and/or to the Unit as a whole to ensure that routine services and
activities within the administrative domain are properly implemented. As per
specific instructions, the incumbent may require liaising with other internal
or external entities, to ensure effective delivery of services and achievement
of objectives. The assignments are mostly standard tasks including limited
interpretation of subject matter and information exchange between staff in the
office, at the duty station and external officials of other institutions to
ensure mutual understanding. The incumbent’s workload and the assignments will
remain under constant guidance and direction of the supervisor. The
Administrative Assistant is a position within an office/Division/Bureau that
requires basic knowledge of administrative rules, procedures as well as
operational standards of a UNHCR office. The nature of certain
administrative/personnel functions require discretion and confidentiality

Key Duties and Responsibilities:  

·       
Arrange
appointments/meetings both internal and external, some involving high ranking
officials.

·       
Receive
visitors, place and screen telephone calls, respond to routine requests for
information and take notes at meetings as and when required.

·       
Maintain
hard and electronic office files and records; classify and code material
relating to a variety of topics;

·       
Receive,
review, sort and distribute all incoming and outgoing correspondence, office
pouch and material, highlight priority items and attach necessary background
information. Maintain a follow up system.

·       
May be
required to maintain/update confidential files.

·       
Draft
routine correspondence, memoranda and reports. Format more complex documents by
using the appropriate technology.

·       
Facilitate
implementation of Personnel administrative formalities and processing of
documents in relation to official travels, leaves and movements of staff.
Support staff members with processing personnel-related documentation.

·       
Maintain
office inventory and stocks of office supplies. Monitor the asset management
track to ensure all admin procurements and disposal of UNHCR property are done
and recorded accurately.

·       
Assist
the supervisor to monitor and record expenditure/disbursement of funds.

·       
Following
instructions from the supervisor make logistic and administrative arrangements
for seminars, workshops, and briefings that may be required by the
Office/Division.

·       
May
regulate and monitor routine provision of services and/or shifts from
providers, as and when applicable;

·       
Monitor
office/compound facilities and equipment and in consultation with the
supervisor take appropriate action to ensure proper functioning at all time.

·       
Perform
other related duties as required.

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations UNHCR Administrative Assistant job
placement should have completed High school diploma. Required.

·       
At least
four years of previous job experience relevant to the function is required.

·       
Computer
Literacy is required.

·       
Knowledge
of English is required

·       
Completion
of certificates in Business Administration, Finance, Office Management, Human
Resources or other related field is desirable.

·       
Knowledge
of UN-UN/UNHCR Administrative Rules, Regulations and Procedures is desirable

·       
Analytical
Thinking

·       
Planning
and organizing

How to Apply:

All interested
Ugandan nationals who wish to join the United Nations High Commissioner for
Refugees (UNHCR) in the aforementioned capacity are encouraged to click on the
link below and follow the application instructions after reviewing the job
details.

Click
Here

Deadline: 21^st June 2020

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