Regional Service Centre at Entebbe Administrative Assistant Jobs in Uganda

Regional Service Centre at Entebbe Administrative Assistant Jobs in Uganda

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

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.

In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.

This position is located in the in the Office of the Director at the RSCE. The Administrative Assistant at this level reports to the Director RSCE.

Responsibilities

Within delegated authority, the Administrative Assistant will carry out the following duties:

• Ensures effective and efficient functioning of the Director 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 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.

• 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.

Competencies

Professionalism :

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.

Planning and 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Technical training in Finance, Budget, Human Resources Management or Administration is desirable.

Work Experience

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 working in a front office setting is desirable

Specific knowledge of the UN administrative electronic tools, such as Umoja or ERP is desirable.

Experience in the United Nations Common system or similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable.

How to Apply

For more information and job application details, see; Regional Service Centre at Entebbe Administrative Assistant Jobs in Uganda

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