United Nations Department of Operational Support Team Assistant Jobs in Uganda

United Nations Department of Operational Support Team Assistant Jobs in Uganda


Org. Setting and Reporting

  • These positions are located within the Transportation and Movement Integrated Coordination Centre, at the Regional Service Centre Entebbe (RSCE) in Entebbe, Uganda, within the Office of Supply Chain Management (OSCM), Department of Operational Support (DOS).

  • The Department of Operational Support was established to provide operational advisory services to client entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Center, the Enabling and Outreach Service and the Umoja Coordination Service.

  • 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. For more information, please visit https://rsce.unmissions.org.

  • The Transportation and Movement Integrated Coordination Centre (TMICC) was established to provide consolidation, integration, coordination and optimization in transportation and movements solutions of personnel and cargo to and between UN field missions, using all available transportation means and working in close collaboration with client missions and other stakeholders.

  • The incumbent(s) report to the Chief, Air Transport Services, Logistics Division in New York or designated official.

    Responsibilities

    Within delegated authority, the Team Assistant(s) will be responsible for the following duties:

    Assists the Team in a wide range of office support and administrative functions

    • Drafts responses to routine correspondence.

    • Assists the Team in reviewing documents and editing texts for accuracy, grammar, punctuation and style, and for adherence to established standards formats.

    • Assists in implementation of operational strategies of the team within the service line by focusing on full compliance of administrative activities with RSCE rules, regulations, policies and strategies and the provision of inputs to the service line’s administrative business processes mapping and implementation of the internal
    standard operating procedures.

    • Responds to moderately complex information requests and inquiries and as necessary refers inquiries to appropriate personnel for handling.

    • Ensures effective and efficient functioning of the team within the service line by maintaining contact with visitors and staff, make arrangement of appointments and meeting including meeting room reservation.

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

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

    • Participates in the 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.

    General Administration

    • Perform data entry functions.

    • Prepares processes and follows-up on administrative arrangements and forms related to the official travel of staff.

    • Maintains files of rules, regulations, administrative instructions and other related documentation.

    • Maintains up to date the team 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: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

    • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

    • 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.

    Education

  • High school diploma or equivalent.

    Work Experience

  • A minimum of three (3) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, general office support or related area is required.

  • Experience using Enterprise Resource Planning (ERP) Systems such as SAP (Umoja) is desirable.

  • Experience working with MS Office Suite, including Excel and word processing is desirable.

  • Experience in document processing and archive systems is desirable.

    Languages

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

    How to Apply

  • For more information and job application details, see; United Nations Department of Operational Support Team Assistant Jobs in Uganda



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