Job Title: Team Assistant (UN Admin High School Diploma Jobs)
Organisation: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Reports to: Director RSCE
Job Opening Number: 22-Administration-RSCE-190794-J-Entebbe (X)
About US:
The Regional Service Centre in Entebbe, Uganda (RSCE) was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.
Job Summary: The Team Assistant will perform a wide range of administrative and event support services for various events and activities of RTCC.
Key Duties and Responsibilities: Within delegated authority, the Team Assistant will perform the following duties according to the needs of the service lines within the RSCE:
- Provides general office support services to help ensure the smooth functioning of RTCC.
- Receive phone calls, walk-in visitors, mails or other documents; gathers pertinent background material responds to routine inquiries and information requests about RTCC’s services, route to relevant questions to appropriate personnel for handling as required; produces correspondence, reports, tables, charts, graphs, etc., in accordance with RTCC templates and RSCE requirements, monitors follow-up action as required.
- Complete preliminary logistic arrangements related to RTCC events in advance of their scheduled start inclusive of preparation of seating arrangements in accordance with event requirements and UN protocol; setup and configuration of venues in relation to room partitions, preparation/reproduction of events documents, setup, connecting and testing of standard conference center equipment, laying of cables to ensure the proper functioning of audio and video equipment, placing of event materials such as pads, pencils, event handouts and welcome packages in the Conference rooms .
- Support Events Point of Contact with take down of events arrangements and storing RTCC supplies and equipment in their designated storage compartments as to maintain tidiness of RTCC.
- Monitors the use and replenishment of RTCC administrative and event related supplies such as water stationery, batteries etc.
- Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, visa invitation letters etc.).
- Proofreads written products for completeness and grammatical and typographical accuracy.
- Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the RTCC.
- Photocopies and scans various event and administrative documents and other materials and maintains files (both paper and electronic) and databases for RTCC and its clients.
- Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
- Performs basic data entry and extraction functions.
- Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
- Delivers urgent mail/messages.
- Performs other duties as assigned by Management.
Qualifications, Skills and Experience:
- The applicant for the United Nations Regional Service Centre Entebbe (RSCE) Team Assistant job must hold a High school diploma or equivalent is required.
- At least three years of work experience in general office support or in a related area is required.
- Experience in an international organization, non-governmental organization, embassy or the United Nations common field operation is desirable.
- Experience within the hospitality or meeting industry is desirable.
- Knowledge of functioning and troubleshooting of audio and audiovisual equipment is desirable.
- A valid national driving license is desirable.
- Languages: fluency in English is required. Knowledge of another official United Nations language is desirable.
Competencies
- Professionalism: Knowledge of administrative and office policies, processes and procedures in general and those related a front office interacting with Clients. Knowledge of administrative and logistical rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. 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 situation.
- 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 and 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.
No Fee: The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts.
How to Apply:
All candidates who wish to join the United Nations should apply online at the link below.
Deadline: 11th October 2022