UNDP Office Assistant Jobs in Uganda

UNDP Office Assistant Jobs in Uganda


Background

  • In implementing the mandate of the High Commissioner for Human Rights, OHCHR Uganda carries out interventions under five thematic areas: Strengthening the rule of law and accountability for human rights violations; Enhancing and protecting Civic Space and people’s Participation; Integrating human rights in sustainable development; Enhancing equality and countering discrimination; and Increasing implementation of the international human rights mechanisms’ outcomes.

  • OHCHR’s interventions relate to the provision of technical assistance, including legal advice and capacity building, monitoring of human rights issues, and engaging in advocacy, among others.

  • OHCHR Uganda is seeking services of an Office Assistant. This position is located in OHCHR field office in Moroto. .

    Duties and Responsibilities

    Under the direct supervision of the Head of the Sub-Office, the Office Assistant will be responsible for the following duties

    • Provide receptionist services, including welcoming visitors and directing them to the appropriate staff, as well as responding to phone calls

    • Operate and maintain a variety of office equipment in the performance of basic office functions, e.g. photocopier, printer, scanner, etc

    • Photocopy a variety of documents and other materials

    • Prepare administrative correspondence, including memos and emails, as requested by the Head of Sub-Office

    • Record, distribute and file in an efficient registry and filing system all incoming and outgoing correspondence

    • Disseminate relevant administrative and substantive documents to international /national staff

    • Receive and format monthly information for the Head of Sub-Office

    • Ensure proper filing of all documents, both of administrative and program nature

    • Keep an updated database of OHCHR contacts, including UN, civil society and public authorities

    • Ensure timely request and delivery of stationary and office supplies to the field office

    • Ensure that all documents awaiting distribution to other offices are dispatched in a timely manner

    • Develop and maintain a weekly schedule of staff and vehicle movements.

    • Assist with vehicle maintenance functions.

    • Coordinate a variety of administrative duties (e.g. leave requests, meeting organization, travel requests, expense claims)

    • Assist in the preparation and organization of programme events/workshops, as required, and provide logistical support to the programme team

    • In coordination with the Kampala Administrative Officer and Head of Sub-office, assist in sourcing for quotations for procurement of service providers, workshop
    venues, material supplies

    • Complete other related tasks assigned by the Head of Sub-Office.

    Results Expected:

  • Provide general office and administrative support, including accurate and timely production and processing of documents and administrative requirements.

  • Maintain accurate records and/or data. Appropriately apply relevant policies, guidelines, procedures and processes.

  • Recognize and report data and other discrepancies.

  • Appropriately apply relevant policies, procedures and processes.

  • Establish effective working relationships with internal and external contacts at all levels.

    Competencies

  • Professionalism - Knowledge of basic clerical functions. Ability to operate standard office equipment. 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 - Ability to establish priorities and to plan, coordinate and monitor own work plan; Demonstrated ability to apply good judgment in the context of assignments given;

  • Communication - Ability to speak and write in a clear and concise manner, including ability to draft a variety of reports, correspondence, etc.

  • Technological Awareness - Good computer skills, including proficiency in word processing, excel, spreadsheets, other and relevant software packages;

  • Teamwork - Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

    Required Skills and Experience

  • Education: Completion of secondary education

  • Experience: At least 3 years of combined progressively responsible experience in related areas, i.e. human resources, general administration, financial administration, and field operations. UN experience in the field and/or headquarters level is an advantage.

  • Language: Fluency in oral and written English. Fluency in the language of the duty station is highly desirable

    How to Apply

  • For more information and job application details, see; UNDP Office Assistant Jobs in Uganda


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