The Ugandan Jobline

Job Title:    Administrative
Assistant

Organization: United
Nations Organisation Stabilization Mission in the Democratic Republic of the
Congo (MONUSCO)

Duty Station: Entebbe,
Uganda

Job Opening Number: ESB/JO/AA/008/05-2019

Reports to: UNV
Programme Manager

Grade: GS-4

About US:

Following the
signing of the Lusaka Ceasefire Agreement in July 1999 between the Democratic
Republic of the Congo (DRC) and five regional States (Angola, Namibia, Rwanda,
Uganda and Zimbabwe) in July 1999, the Security Council established the United
Nations Organization Mission in the Democratic Republic of the Congo (MONUC) by
its resolution 1279 of 30 November 1999, initially to plan for the observation
of the ceasefire and disengagement of forces and maintain liaison with all
parties to the Ceasefire Agreement. Later in a series of resolutions, the
Council expanded the mandate of MONUC to the supervision of the implementation
of the Ceasefire Agreement and assigned multiple related additional tasks.

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

Human Resources
Management

• Enters, maintains and certifies administrative data and records for
  time and attendance, performance appraisal, etc. in electronic information
  systems.
• Maintains and reviews organizational staffing tables; prints and
  reviews UNV reports.
• Follows-up on actions related to the administration of the unit’s
  human resource activities, e.g., recruitment, placement, relocation,
  promotion, performance appraisal, job classification reviews, separation,
  training etc., ensuring consistency in the application of regulations and
  procedures. 

Budget and Finance

• Coordinates creation of relevant profiles for UN Volunteers on
  online UNV and MONUSCO management systems (VMAM, Atlas, Umoja, FSS)
• Consolidates data received and provides support to higher-level
  staff and colleagues with respect to UNV entitlements.
• Reviews status of relevant expenditures and compares with approved
  budget.
• Reviews requisitions for goods and services to ensure (a) correct
  objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of statistical tables and standard
  financial reports.

General
Administration

• Supports on Entebbe UNV office management tasks
• 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).
• Performs other related administrative duties, as required, e.g., operational
  travel
• programme; monitoring accounts and payment to vendors and individual
  contractors for services; physical space planning; identification of
  office technology needs and maintenance of equipment, software and systems;
  organizing and coordinating administrative arrangements for seminars,
  conferences and translations.

Contract
Administration

• Assists with day-to-day administration of UNV contracts and
  coordinates check-in and check-out operations.
• Processes relevant payments and monitors the payments.
• Prepares and processes UNV assignment related documents and
  certificates.
• Perform other duties as required by the supervisor.

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations Organisation
  Stabilization Mission in the Democratic Republic of the Congo (MONUSCO) Administrative
  Assistant job placement should hold a High school diploma or equivalent is
  required.
• At least three years of progressively responsible experience in the
  field in administrative services, finance, accounting, audit, contracting
  and human resources or related area is required.
• Languages: fluency
  in oral and written English is required.

Competencies:

• Professionalism:
  To provide administrative support across a range of human resources,
  budget/financial management, and administrative tasks of the Section/Unit.
  Effectively carries out front office tasks exercising client orientation.
  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.
• 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.
• 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.

How to Apply:

All suitably
qualified and interested Ugandan candidates should send their applications with
the following documents:

• The United Nations Personal History form
  (P-11), Download Here;
  This should be signed
• Proof of required academic certificates
  i.e. Academic Certificate(s) and/or High School/Secondary Diplomas
• Latest performance evaluation reports /
  appraisals

The applicants with
the completed documents are strongly encouraged to apply via e-mail and must
include the Vacancy Announcement Number (check beginning of this advert) and
Job Title to: rsce2-recruitment@un.org

Deadline: 13^th June 2019

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