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Job Title:   Administrative Assistant

Organisation: United Nations Regional Service Centre in Entebbe (RSCE)

Duty Station:  Entebbe, Uganda

Job Opening Number: 22-Administration-RSCE-173933-J-Entebbe (R)

Report to: Director RSCE

Grade: G5

About US:

The Regional Service Centre in Entebbe, Uganda (RSCE) was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.

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

• Ensures effective and efficient functioning of the Director a.i RSCE`s office 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 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 Director a.i 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.
• 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 within the Office of the Director a.i.
• 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).

Human Resources Management

• 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.

General Administration

• Prepares processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• 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 line and liaises frequently RSCE and client mission staff.
• Performs other related administrative duties, as required.

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations Regional Service Centre at Entebbe (RSCE) Administrative Assistant job must hold a High school diploma or equivalent is required.
• Technical training in Finance, Budget, Human Resources Management or Administration is highly desirable
• 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.
• 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.

How to Apply:

All candidates who wish to join the United Nations should apply online at the link below.

Click Here

Deadline: 9^th February 2022

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