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Office Assistant

Published on 23.03.2021

Company

Website : http://ug.undp.org
Industries :
Associative activities
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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 : Office Assistant

Background
In implementing the mandate of the High Commissioner for Human Rights, OHCHR Uganda carries out interventions under five thematic areas: Strengthening the rule of law and accountability for human rights violations; Enhancing and protecting Civic Space and people’s Participation; Integrating human rights in sustainable development; Enhancing equality and countering discrimination; and Increasing implementation of the international human rights mechanisms’ outcomes. OHCHR’s interventions relate to the provision of technical assistance, including legal advice and capacity building, monitoring of human rights issues, and engaging in advocacy, among others.

Duties and Responsibilities
Under the direct supervision of the Administrative Officer, the Office Assistant will be responsible for the following duties:

Provide Administrative Support to the Office:

  • Manages appointments, drafting letters, and liaison with government officials, UN Agencies, NGOs, donors and civil society;
  • Manages incoming and outgoing phone calls including taking down messages
  • Drafts staff meeting notes (bi-weekly);
  • Disseminates general information to incoming telephone inquiries and guests
  • Maintains and updates weekly office plan;
  • Manages petty cash, reimbursements and accountability;
  • Make travel arrangements including preparing Travel Authorizations, security clearances for all staff travelling;
  • Receives, facilitates timely and organized delivery, collection, reproduction and transmittal of correspondence, documents, pouch services and administrative supplies;
  • Re-arranges front office and create easy accessibility for field staff
  • Maintains up to date contact list (UN, Diplomatic Missions, NGOs, Government);
  • Maintains Media contact list (International and National)
  • Maintains office appointments;
  • Maintains office stock of publications and make orders for replenishments when stocks run low;
  • Updates and maintains UNOHCR Uganda Telephone directory;
  • Supervises junior staff e.g. cleaners and coordinate their daily tasks/schedules
  • Keeps timely filing of office documents for easy accessibility both electronic and paper;
  • Sets up and maintain user friendly filing system for easy accessibility and assist staff in maintaining theirs;
  • Performs any other related duties assigned.
Required profile for job ad : Office Assistant

Education: Completion of secondary education with specialized certification in Secretarial services or other related field.

Experience: At least 3 years of relevant work experience, preferably in international organizations.

Language: Fluency in written and spoken English with good communication skills and strong drafting ability. Fluency in national language of the duty station is required.

Competencies

  • Professionalism: Demonstrated conceptual analytical and evaluation skills, ability to conduct independent research and analysis, identify issues, formulate opinions, make conclusions and recommendations;
  • Planning & organizing: Ability to establish priorities and to plan, coordinate and monitors own work plan;
  • Client orientation: Ability to identify clients’ needs and appropriate solutions; ability to establish and maintain productive partnerships with clients;
  • Commitment to continuous learning: Willingness to learn and keep abreast of new developments in the field of administration;
  • Technology awareness: Solid computer skill, including proficiency in word processing, spreadsheets, IMIS, and relevant software packages;
  • Communication: Proven ability to write in a clear and concise manner in English and to communicate effectively orally in the same language. Ability to draft correspondence and reports;
  • Teamwork: Demonstrated interpersonal skills and the ability to work in a conflict-ridden, multicultural, multi-ethnic environment with sensitivity and respect for diversity;
  • Knowledge: Knowledge and understanding of relevant administrative, financial and accounting policies and procedures.
Job criteria for job ad : Office Assistant
Job category :
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 :
HND
Spoken language :
englishfluent
Number of Position(s) : 1

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