UNHCR Administrative Assistant‎ Jobs in Uganda

UNHCR Administrative Assistant‎ Jobs in Uganda


Organizational Context

The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office to ensure that routine services and activities within the administrative domain are properly implemented.

Subject to the nature of the task/assignment in hand.

S/he will receive regular guidance from his/her supervisor.

Responsibility

  • Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
  • Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;
  • Receive, register, route correspondence and office pouch.
  • Maintain a follow up system
  • Draft routine correspondence, memoranda and reports.
  • Format more complex documents by using the appropriate technology.
  • Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.
  • Maintain office inventory and stocks of office supplies.
  • Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
  • Assist the supervisor to monitor and record expenditure/disbursement of funds.
  • Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
  • May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;
  • Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
  • Any other responsibilities/functions deemed necessary by the supervisor/or senior manager in order to meet
    the level of the services in the organization.

    Required Competencies
  • Analytical Thinking

    Essential Minimum Qualifications and Professional Experience
  • Completion of Secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management , Human Resources or other related field.
  • Minimum 4 years (for secondary education holder) or 3 years (for secondary education andcertifcate/training holder) of previous job experience relevant to the function;
  • Computer skills (MS office and People soft applications).
  • Fluency in English and working knowledge of another relevant UN language or local language.
  • In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.

    Desirable Qualifications & Competencies
  • Good knowledge of UNHCR Admin and financial rules, procedures and processes;
  • Knowledge and working experience of MSRP (Peoplesoft);
  • Prior exposure to UNHCR refugee operations and functions relating to field office administration
  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.

    How to Apply
  • Interested and qualified candidates should apply online by 13th June 2019
  • For more information and job application details, see; UNHCR Administrative Assistant‎ Jobs in Uganda

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