UN Office Assistant Job Vacancies – United Nations Development Programme (UNDP)

UN Office Assistant Job Vacancies – United Nations Development Programme (UNDP)

Job Title:    Office Assistant (UN Job Careers)

Organization: United Nations Development Programme (UNDP)

Duty Station: Uganda

About US:

The United Nations Development Programme (UNDP) is the United Nation’s global development network. UNDP advocates for change and connects countries to knowledge, experience and resources to help people build a better life. The UNDP provides expert advice, training, grant support to developing countries including Uganda with increasing emphasis on assistance to the least developed countries.

Key Duties and Responsibilities:  Under the direct and the overall supervision of the Team Leader, the Team Assistant will be responsible for the following duties:

Assist OHCHR Moroto field office in all administrative tasks and provide support to other staff, including secretarial support, upon request.

• Provides receptionist services, including welcoming visitors and channeling them to the appropriate staff, as well as responding to the phone;
• Manages appointments, drafting letters, and liaison with government officials, UN Agencies, NGOs, donors and civil society organisations
• Drafts staff meetings notes;
• Manages administrative correspondence, including memos as requested by the team leader;
• Records, distributes and files a copy of all incoming and outgoing correspondence;
• Disseminates relevant administrative and substantive documents to all staff, as requested by the team leader;
• Assists Administrative Officer and Team Leader as required, including in managing expenditure, reimbursements, etc;
• Ensures proper filing of all documents, both of an administrative and substantive nature;
• Maintains office appointments and coordinate drivers’ weekly schedules and vehicle maintenance.
• Assists in the supervision of junior staff e.g. drivers, cleaners and coordinate their daily tasks/schedules
• Ensures the timely request, delivery and distribution of stationary, office supplies for the Office (in coordination with Administrative Officer);
• Assists in the organization of workshops, conferences, retreats and other public information and external relations events, in particular provide logistical support by liaising with caterers, venue, hotels  and other service providers etc;
• Gathers information from staff regarding travel plans.  Creates travel requests, send to HQ for approval and  ensure staff members comply with travel rules and regulations and advise staff members/travelers of any discrepancy if change in travel route has occurred
• Keeps an updated database of OHCHR contacts, including Government, UN, civil society, diplomatic community and the media;
• Ensures the timely request, delivery and distribution of stationary and office supplies for the Office etc. (in coordination with Administrative Officer);
• Ensures that all documents awaiting distribution to other offices (including those from the field office) are dispatched in a timely manner; and
• Completes all other tasks assigned by the Team Leader.

Key Results Expected:

• Effectively deliver a wide range of administrative and office support functions under moderate supervision of the Team Leader.
• Regularly assist in drafting routine correspondence and other communications.
• Accurately and in a timely manner, produce a range of documents, reports and other outputs.
• Appropriately apply relevant policies, guidelines, procedures and processes.
• Establish effective working relationships with internal and external contacts at all levels.

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations Development Programme (UNDP) Office Assistant should hold a Bachelor’s degree in Business Administration/Public Administration, Logistics or other relevant field related to Administration, but it is not a requirement.
• A minimum of five years of experience in administration, finance/accounting or related field is required.
• Knowledge of UN reporting standards, experience of office management software like MS Office, (MS Excel, MS Words and other related applications)
• Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Competencies:

• Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures.  Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning& Organizing:  Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
• 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; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks;

How to Apply:

All Interested candidates who wish to join the United Nations Development Programme (UNDP) should apply online at the link below.

Click Here

Deadline: 25^th March 2021

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