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. Budget and Finance:
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Assist in the monitoring of expenditures and compares with approved budget; review adjustments as necessary.
- Supports managers in the elaboration of resource requirements for budget submissions.
- Pro-actively co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
2. General Administration:
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; supporting the organization of seminars, conferences and translations).
- Prepare and monitor the office personnel leave plans to ensure continuous workflow while other staffs are on leave.
- Maintain a calendar of appointments of the Unit Chief, including official visits within and outside RSCE.
3. Human Resources Management:
- Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., assist in the recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
- Quickly responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Assists in the monitoring of staffing table and prepare statistical data charts
- Manages the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
4. Contract Administration:
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Support the audits of the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
- Technically supports the processing the payment of contractors’ invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys
Qualifications, Skills and Experience:
- The ideal candidate for the UN Administrative Assistant vacancy should possess a High school diploma or equivalent is required. Certificates in business administration, human resources or finance and related areas are an advantage.
- A minimum of four (4) years of progressive relevant experience in administrative services, finance, accounting, audit, human resources or related area.
Language Skills: Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Personal Competencies:
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. Shows pride in work and in achievements; demonstrates professional competence; 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;
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; keeps clients informed of progress or setbacks; meets timeline for delivery of products or services to client
How to Apply:
All suitably qualified and interested candidates should send their applications to the following address: rsce-hrs-recruitmentservices@un.org or hand deliver them to: United Nations Regional Service Centre Entebbe RSCE – Entebbe Support Base, Buku Road P.O Box 710, Uganda. All applicants are encouraged to apply by e-mail and must include the Vacancy Announcement Number and the Job Title.
The completer applications must include the following documents:
- Cover Letter (letter of motivation or application letter);
- The United Nations Personal History form (P-11), Download Here.
- Academic Certificate(s) and/or High School/Secondary Diploma;
- Copy of birth certificate; or copy of National ID; or copy of National Passport
- Internal candidates must submit the two (2) most recent performance evaluations (e-PAS).
Deadline: 6th June, 2014
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