Job Title: Team Assistant / Administrative Assistant
Organization: United Nations – Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: RSCE/GJO/LL/005/11-2016
The Regional Service Centre Steering Committee is the decision-making body for RSCE, in compliance with General Assembly resolutions, United Nations Secretariat rules and regulations, strategic guidance from United Nations Headquarters and oversight bodies. The Steering Committee consults with the Global Field Support Strategy Implementation Coordination Team, as required.
The Regional Service Centre, as approved by the Member States, is owned, managed and staffed by the regional missions it serves. This framework reinforces the existing missions’ chain of command structures and lines of authority in a manner that does not create an additional layer between Headquarters and the regional missions. It also ensures that staffing for RSC.
Key Duties and Responsibilities: Within limits of delegated authority, the Team Assistant / Administrative Assistant is responsible for the following duties:
Provide office support and carry out administrative functions:
- Drafts responses to routine correspondence
- Supports the team in reviewing documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards formats
- Offers support in the 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.
- Quickly 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.
- Assist 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 stationary supplies and any other related tasks.
- Actively 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.
- Actively contributes to the effectiveness and efficiency of the service line by providing administrative support and specialized assistance to more senior staff in the assigned area of responsibility
- Performs 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.
- Work implies frequent interaction with the following: Staff based at the Entebbe Support Base, Regional Service Centre-Entebbe, and in UN peace operations. Visitors and representatives from Permanent Missions, UN Common System and other international organizations, NGOs, etc.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations Regional Service Centre Entebbe (RSCE) Team Assistant / Administrative Assistant job should have completed a high school diploma or equivalent is required. Certificate or diploma in the field of administration, finance, human resources or related area is an advantage.
- At least four years’ experience in administrative services, finance, human resources or related area.
- One year experience working in an international organization is desirable.
- Advanced computer knowledge (MS Office, Outlook)
- Languages: Fluency in oral and written English is required.
- Professionalism: Ability to perform a broad range of administrative functions, e.g. work programme, human resources, database management, etc; ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations; Ability to communicate with clients both verbally and in writing on a range of administration-related issues; thorough knowledge of information management system requirements and usage; 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.
- Planning & 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.
- 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.
NB: The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts. Women are strongly encouraged to apply.
How to Apply:
All suitably qualified and interested Ugandan candidates should send their applications the following documents:
- The United Nations Personal History form (P-11), Download Here; This should be signed
- Proof of required academic certificates i.e. Academic Certificate(s) and/or High School/Secondary Diplomas
- Latest performance evaluation reports / appraisals
The applicants with the completed documents are strongly encouraged to apply via e-mail and must include the Vacancy Announcement Number (check beginning of this advert) and Job Title to: [email protected]
Deadline: 27th December 2016