UN Jobs in Uganda- Administrative Assistant Vacancy at UNDP

Job Title: Administrative Assistant/ Travels & Protocol, Kampala, Uganda




Location :     Kampala, UGANDA
Application Deadline :    23-Mar-11
Type of Contract :    FTA Local
Post Level :    GS-5
Languages Required :
    English 
Starting Date :
(date when the selected candidate is expected to start)    02-May-2011
Duration of Initial Contract :    One Year (Renewable)
Expected Duration of Assignment :    One Year (Renewable)
Closing Date: Wednesday, 23 March 2011

  
Background

Under the direct supervision of the Administrative Associate and overall guidance of the Deputy Country Director/Operations (DCD/O), the Administrative Assistant-Travels and Protocol provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant-Travels and Protocol promotes a client, quality and results-oriented approach.

The Administrative Assistant-Travels and Protocol works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Functions / Key Results Expected

Summary of Key Functions:

- Implementation of operational strategies

- Ensure administration of privileges and immunities

- Support to administrative and logistical services including travels

- Support to knowledge building and knowledge sharing

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

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

Ensure administration of privileges and immunities focusing on achievement of the following results:

    * Prepares requests for resident permits, international/diplomatic staff IDs, travel visas, and follow-up for their issuance from the Ministry of Foreign Affairs. Administers extension of UNLPs and ensures filing and sending the supporting documents to Headquarters.

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

    * Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions.
    * Performance of a Buyer role in Atlas and preparation of POs for travel activities and calculation of all related entitlements.
    * Arrangements of travel and hotel reservations, preparation of travel authorizations, and ensures preparation of arrival of VIPs and coordinates their reception at the airport.
    * Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
    * Maintenance of the filing system ensuring safekeeping of confidential materials.
    * Extraction of data from various sources and cost recovery of services to agencies.
    * Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
    * Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
    * Assistance in the preparation of budget, provision of information for audit.

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.

Impact of Results:

    * The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencies

Corporate Competencies:

    * Demonstrates commitment to UNDP's mission, vision and values
    * Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

    * Knowledge Management and Learning
    * Shares knowledge and experience
    * Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness:

    * Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
    * Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
    * Ability to perform work of confidential nature and handle a large volume of work
    * Good knowledge of administrative rules and regulations
    * Strong IT skills, knowledge of Atlas
    * Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management:

    * Focuses on result for the client and responds positively to feedback
    * Consistently approaches work with energy and a positive, constructive attitude
    * Remains calm, in control and good humored even under pressure

UNDP Procurement Certification programme.

Required Skills and Experience

Education:

    * Secondary education.
    * Certification in administration desirable.

Experience:

    * 5 years of relevant experience in administration or programme support service.
    * Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

    * Fluency in the UN and national language of the duty statio

To apply
https://jobs.undp.org/cj_apply.cfm?job_id=22184