Administrative Assistant – Travel and Registry Jobs in Uganda

Administrative Assistant – Travel and Registry Jobs in Uganda


Background

  • UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion.

  • We help countries develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results

  • Under the supervision of the Administrative Associate, the Administrative Assistant provides travel and registry related services in a large Country Office ensuring high quality and accuracy of work in order to obtain the optimum travel services.

  • He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel and registry.

  • The Administrative Assistant closely monitors travel expenditures, mail management, registry and internal cost and ensures their timely and accurate billing, settlement and cost recovery.

  • The Administrative Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services

    Duties and Responsibilities

    Ensures implementation of operational strategies focusing on achievement of the following results:

  • Full compliance of UN/UNDP rules and regulations, policies and strategies on travel management.

  • Ensure implementation of cost saving measures through negotiation with travel service provider, arrangement of the most economic route and appropriate itinerary.

    Supports travel management processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

  • Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA.

  • Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies.

  • Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price.

  • Provision of information to the staff on travel including entitlements, travel route and hotel arrangement.

  • Provide information on hotel for visiting UN/UNDP officials.

  • Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff.

  • Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.

    Ensures maintenance of registry system focusing on achievement of the following results:

  • Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System

  • Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.

  • Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents

  • Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files

  • Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.

  • Preparation of correspondence and reports related to registry activities

  • Supervision of the Registry support staff
    Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff

    Ensures provision of effective mail management and cost recovery on Pouch
    Operations
    focusing on achievement of the following results:

  • Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.

  • Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.

  • Proper prorating and billing of user agencies.

    Competencies

    Corporate Competencies

  • Demonstrates commitment to UNDP’s mission, vision and values

  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

    Functional Competencies

  • Knowledge Management and Learning

  • Shares knowledge and experience

  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

  • Development and Operational Effectiveness

  • Ability to perform a variety of standard specialized and non-specialized tasks related to visa application, ticketing and sourcing, hotel reservation, transportation and customs clearance.

  • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems

  • Ability to perform work of confidential nature and handle a large volume of work

  • Good knowledge of administrative rules and regulations

  • Strong IT skills

  • Ability to provide input to business processes re-engineering, implementation of new system

    Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback

  • Consistently approaches work with energy and a positive, constructive attitude

  • Remains calm, in control and good humored even under pressure

    Required Skills and Experience

  • Secondary education. Specialized training in procurement and travel desirable.

  • 3 – 5 years of relevant administrative experience in the areas of administration, procurement or travel service.

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web-based management systems.

    Disclaimer

    Important applicant information

  • All posts in the GS categories are subject to local recruitment.

  • Applicant information about UNDP rosters

    Note

  • UNDP reserves the right to select one or more candidates from this vacancy announcement.

  • We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

    Workforce diversity

  • UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply.

  • All applications will be treated in the strictest confidence.

    How to Apply

    For more information and job application details, see; Administrative Assistant – Travel and Registry Jobs in Uganda

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