Jobs – Administrative Assistant at United Nations Regional Service Centre Entebbe

Job Title: Administrative Assistant  

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 RSCE will be achieved through the redeployment of resources from the regional missions it serves.

Key Duties and Responsibilities: 

1. Human Resource Management:
2. Budget and Finance:
3. General Administration:

• Coordinate actions with respect to transactions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.  Liaise with central administration/ executive services as required.
• Manage the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
• Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the unit.
• Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations.
• Monitor unit’s staffing table for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff.

• Offer technical guidance and coordination in the preparation and development of the unit’s work programme and budget.
• Assist in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary.
• Collect data from relevant databases and prepare customized financial reports.
• Offer technical assistance in the review and preparation of the medium-term plan and its revisions.
• Support managers in the elaboration of resource requirements for budget submissions.
• Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
• Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assist in the preparation of the year end budget performance report submissions.
• Assist in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

• Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility.
• Provide assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
• Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
• Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission.
• Perform other related administrative duties, as required.

Qualifications, Skills and Experience:

• The ideal candidate for the Administrative Assistant UN job must hold a high school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is a requirement.
• A minimum of eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields. Related work experience working in UN Peacekeeping field missions is desirable.

Languages: French and English are the working languages of the UN Secretariat. For this post, fluency in oral and written English is required.

Personal Competencies:

Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc).  Extensive knowledge, regarding the application of financial, and staff regulations and rules.  The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems.  Familiarity with all of the unit’s business operations and objectives.  High degree of commitment to ensure the proper use of the unit’s financial resources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.

Planning & Organising – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.

How to Apply for the job:

All suitably qualified and interested candidates for the aforementioned United Nations Regional Service Centre Entebbe RSCE Vacancy should Apply Online by Clicking the link below.

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Deadline: 6^th September, 2014