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Fresher High School UN Jobs – Administrative Assistant – United Nations Entity for Gender Equality and the Empowerment of Women (UN WOMEN) – Jobs in Uganda | Ugandan Jobline Jobs

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Fresher High School UN Jobs – Administrative Assistant – United Nations Entity for Gender Equality and the Empowerment of Women (UN WOMEN)

 

Job Title:    Administrative Assistant (Fresher High School UN Jobs)

Organization: United Nations Entity for Gender Equality and the Empowerment of Women (UN WOMEN)

Duty Station: Kampala, Uganda

Reports to: Administration Associate

 

About UN WOMEN:

The 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. Placing women’s rights at the centre of all its efforts, the UN Women leads and coordinates the United Nations system-wide efforts to ensure that commitments on gender equality and gender mainstreaming translate into action. It provides strong and coherent leadership and technical advice in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

 

Job Summary:  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.

 

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.

 

Key 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.

 

Qualifications, Skills and Experience:

  • The ideal candidate for the United Nations Entity for Gender Equality and the Empowerment of Women (UN WOMEN) Administrative Assistant job placement should have completed secondary education. Required.
  • Diploma in a related field
  • Certificate in front desk management is added advantage.
  • Two 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: Fluency in English is required. Knowledge of the other UN official working language is an asset.

 

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.

 

How to Apply:

All candidates who wish to join the United Nations should apply online at the link below.

 

Click Here

 

Deadline: 12th May 2021

 

   

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