UNDP Jobs in Uganda- Administrative Assistant

Job Title:ADMINISTRATIVE ASSISTANT - REGISTRY&HOUSING (RE-ADVERTISED)
Location : Kampala, UGANDA
Application Deadline : 03-Feb-12
Type of Contract : FTA Local
Post Level : GS-4
Languages Required :
English
Starting Date :
(date when the selected candidate is expected to start) 02-Apr-2012
Duration of Initial Contract : One year

Background

Under the guidance and supervision of the Administrative Associate, the Administrative Assistant /Registry and Housing provides reliable registry services and assists in the management of the office building and UN village.

The Administrative Assistant/ Registry and Housing demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

Summary of key functions:

* Maintenance of the registry system;
* Effective mail and pouch management and cost recovery for related services to agencies;
* Management of the UN Housing.

Ensures maintenance of registry system focusing on achievement of the following results:

* Set up and maintenance of the office filing system in accordance with the UNDP Global Filing System and the Office intranet/E-documentation;
* Opening of new subject files as required and disposal of old files in accordance with the established retention schedule;
* Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents according to the office E-documentation system;
* Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files;
* Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files using efficiently the office intranet system;
* Preparation of correspondence and reports related to registry activities;
* Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff.

Ensures provision of effective mail management using the office intranet and E-documentation focusing on achievement of the following results:

* Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer;
* Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for;
* Ensures cost recovery on Pouch Operations prorating and billing of user agencies.

Assist in managing the UN Housing focusing on the achievement of the following results:

* Preparation of tenancy agreement; announce availability of vacant houses, facilitates inspection of houses by intending tenants, receives complaints from tenants and reports to the supervisor;
* Monitoring of rent payments and payment for utilities;
* Facilitation and maintenance of records on repair of houses and equipment, generator, lawn mower etc.

Impact of Results:

The key results have an impact on the accurate, safe, cost-effective and timely execution of the CO services.

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;
* Provides helpful feedback and advice to others in the office.

Development and Operational Effectiveness:

* Demonstrates good IT skills;
* Good knowledge of the UNDP Global filing system;
* Understanding of UNDP operations procedures.

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;
* Responds positively to critical feedback and different points of view.

Required Skills and Experience

Education:

* Secondary Education.

Experience:

* 4 years of relevant work experience;
* Ability to work with computer and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages.

Language Requirements:

* Fluency in the UN and national language of the duty station.

How to Apply:
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=27688

Deadline:03-Feb-2012