UN Regional Service Centre at Entebbe Administrative Assistant Jobs in Uganda

UN 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 Chief RSCE and support offices through the
    Deputy Chief 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.

  • These positions are located in the Client Services Pillar. The Administrative Assistant at this level reports to the Chief of Client Services and Knowledge Management Unit.

    Responsibilities

  • The Administrative Assistant in the RSCE will provide support to client mission and office
    operations by performing a variety of standard administrative processes and wilt support the
    execution of varied end inter -related operational and logistical activities ensuring high quality
    of work.

  • On behalf of the Service Line the Administrative Assistant supports the Centre as follows:

  • Ensures implementation of operational strategies of the service line by focusing on full
    compliance of administrative activities with RSCE rules, regulations, policies and strategies.

  • Provides inputs to the service line's administrative business processes mapping and
    implementation of the internal standard operating procedures.

  • Ensures effective and efficient functioning of the service line by maintaining contact with
    visitors and staff.

  • Makes arrangement of appointments and meetings including meeting room reservations,
    compiling and preparing briefing, presentation materials, background information and documentation for meetings.

  • Supports the service line with leave monitoring and maintaining of leave and absences.

  • Makes travel arrangements and hotel reservations, processes requests for visa, identification cards and other documents.

  • Provides administrative support to conferences, workshops, retreats.

  • Researches statistical data from internal and external sources, preparation of statistical charts, tables and reports.

  • Follows up on deadlines, commitments, coordination of collection and submission of reports to the Service Line manager.

  • Assists with archiving and maintenance of the filing system ensuring safekeeping of confidential materials.

  • Provides support to office maintenance and assets management by maintaining records on
    assets management, preparation of reports and support in asset certification processes.

  • Maintains files and records relevant to the service line; maintenance of office stationary
    supplies and any other related tasks.

  • 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.

  • Supports the administrative officer in drafting and maintaining standard operating procedures (SOPS) and fact sheets for frequently asked questions (FAQs).

    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 review 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 lines 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.

  • Communication: Speaks and writes clearly and effectively. Listens to others, correctly
    interprets messages from others and responds appropriately. Asks questions to clarify, and
    exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

  • 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.

    Education

  • High School Diploma.

    Work Experience

  • A minimum of five (5) years of experience in administrative services, secretarial support or
    human resources or related area.

  • Customer service experience in a shared services centre e.g. Call Centre or Contact Centre

    Languages

  • English and French are the working languages of the United Nations Secretariat. For the
    positions advertised, fluency in English is required; and knowledge of French is desirable.

    How to Apply

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


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