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Administrative Assistant

Published on 03.05.2021

Company

Website : http://ug.undp.org
Industries :
Associative activities
Job ads : See our Job Ads
Although UNDP has been in Uganda for over 50 years, its formal relationship with the Government of Uganda began with the signing of the Standard... read more

Job Ad & Profile Description

Position : Administrative Assistant

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Uganda in its Strategic Note 2016-2021 and revised in 2019 in line UNDAF, NDP II and Uganda vision 2040 in supporting national priorities on Gender Equality and Womens’ empowerment among other normative frameworks, as well as the follow-up and implementation of the 2030 Agenda for Sustainable Development provides coherent support to Government, Parliament, Academia, indigenous and women´s organizations, justice system and UN entities, through providing upstream policy and programme advise, promoting a human rights-based approach to achieve sustainable development, improving national systems, sharing of good practices and lessons learned, strengthening normative and operational linkages, and promoting South-South cooperation.

Under the immediate supervision of the Administration Associate and overall guidance of the Operations Manager, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administration Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.  S/he works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Uganda in its Strategic Note 2016-2021 and revised in 2019 in line UNDAF, NDP II and Uganda vision 2040 in supporting national priorities on Gender Equality and Womens’ empowerment among other normative frameworks, as well as the follow-up and implementation of the 2030 Agenda for Sustainable Development provides coherent support to Government, Parliament, Academia, indigenous and women´s organizations, justice system and UN entities, through providing upstream policy and programme advise, promoting a human rights-based approach to achieve sustainable development, improving national systems, sharing of good practices and lessons learned, strengthening normative and operational linkages, and promoting South-South cooperation.

Under the immediate supervision of the Administration Associate and overall guidance of the Operations Manager, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administration Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.  S/he works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Duties and Responsibilities

Ensures implementation of operational strategies, focusing on achievement of the following results:

  • Full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
  • Provision of inputs to the Common Services administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Provision of inputs to preparation of administrative team results-oriented workplans.

Ensures effective and efficient functioning of the Registry/Reception, focusing on achievement of the following results:

  • Contacts with visitors and staff, arrangement of appointments and meetings, when required taking minutes.
  • Compilation and preparation of the office briefing and presentation materials, background information and documentation for meetings with new arrivals.
  • Translation of simple correspondences, when needed.

Ensures effective administrative and logistical support, focusing on achievement of the following results:

  • Assistance in organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent).
  • Preparation of all necessary documentation, implementation of follow-up actions.
  • Administrative and logistical support to conferences, workshops, retreats taking place in UN Women premises.
  • Assistance in arrangement of vehicle transportation, regular vehicle maintenance and insurance.
  • Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
  • Extraction of data from various sources.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to management.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

  • Maintenance of records on assets management, preparation of reports.
  • Maintenance of files and records relevant to office maintenance and utilities.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

  • Participation in the training for the operations/projects staff on administration.
  • Sound contributions to knowledge networks and communities of practice.
Required profile for job ad : Administrative Assistant

Competencies

Core Values: 

  • Respect for Diversity 
  • Integrity 
  • Professionalism 

Core Competencies: 

  • Awareness and Sensitivity Regarding Gender Issues 
  • Accountability 
  • Creative Problem Solving 
  • Effective Communication 
  • Inclusive Collaboration 
  • Stakeholder Engagement 
  • Leading by Example 

Functional Competencies

  • Ability to administer administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations;
  • Good IT and web based management skills.
  • Good Telephone Skills
  • Excellent Verbal Communication skills
  • Listening Skills
  • Professionalism
  • Customer Focus
  • Organizational skills.

Required Skills and Experience

Education

  • Completion of secondary education is required.
  • Diploma in a related field
  • Certificate in front desk management is added advantage.

Experience 

  • At least 2 years of progressively responsible experience in administration, front desk management
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.
  • Experience in UN front desk management processes is added advantage.

Language Requirements:

  • Fluency in English is required.
  • Knowledge of the other UN official working language is an asset.
Job criteria for job ad : Administrative Assistant
Job category :
Accounting, controlling, finance
Secretarial work, assistantship
Industries :
Associative activities
Employment type :
Fixed-term contract
Region :
Bwizibwera - Entebbe - Gulu - Hoima - Jinja - Kampala - Kasese - Kira - Lira - Masaka - Mbale - Mbarara - Mukono - Nansana - Rest of Uganda
Experience level :
2 to 5 years
Educational level :
Bachelor
Spoken language :
englishfluent
Number of Position(s) : 1

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