Admin Assistant (Protocol), Kampala, Uganda 480 views0 applications


Practice Area – Job Family: Management

Vacancy End Date: (Midnight New York, USA)

04/10/2018

Duty Station: Kampala, Uganda

Education & Work Experience: C-HS Graduate or Equivalent – 3 year(s) experience

Languages

Required:

Desired:

English

Grade: G5

Vacancy Type: FTA Local

Posting Type: External

Bureau: Africa

Contract Duration: 1 Year with possibility for extension

Background

UNDP is the leading global development agency for transformational change. We help empower lives and build resilient nations so that they can withstand crisis and improve the quality of life for everyone. UNDP partners with people at all levels of society principally with the host Government, the UN System, Civil Society Organizations, Private Sector, Inter-Governmental organizations and Foundations.

With offices in more than 170 countries and territories, we offer global perspective and local insight to help nations achieve inclusive sustainable development. In Uganda, UNDP supporting the Government of Uganda to advance the national vision to attain sustainable development, maintain peace and stability and help improve the quality of life for people in Uganda.

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

The Administrative Assistant–Travel 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

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 work plans.

Ensures Administrative and of privileges and immunities focusing on achievement of the following results:

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

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.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
  • Administrative support to conferences, workshops, retreats.
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
  • 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.
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction of data from various sources.
  • 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.

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

Required Skills and Experience

Secondary education. Certification in administration desirable.

3 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.

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

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

More Information

  • Job City Kampala
  • This job has expired!
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UNDP works in some 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

Inclusive growth, better services, environmental sustainability, good governance, and security are fundamental to development progress. We offer our expertise in development thinking and practice, and our decades of experience at country level, to support countries to meet their development aspirations and to bring the voices of the world’s peoples into deliberations.In 2016, UNDP is continuing its work to support the 2030 Agenda for Sustainable Development and the 17 new Sustainable Development Goals(SDGs), or Global Goals, as they help shape global sustainable development for the next 15 years.

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Sustainable development

Democratic governance and peacebuilding

Climate and disaster resilience

In all our activities, we encourage the protection of human rights and the empowerment of women, minorities and the poorest and most vulnerable.

The annual Human Development Report, commissioned by UNDP, focuses the global debate on key development issues, providing new measurement tools, innovative analysis and often controversial policy proposals. The global Report's analytical framework and inclusive approach carry over into regional, national and local Human Development Reports, also supported by UNDP.

UNDP role in UN coordination

UN coordination is a key priority for UNDP and a commitment in our Strategic Plan. The UNDP Administrator is the Chair of the UN Development Group (UNDG), which unites the funds, programmes, specialized agencies, departments and offices of the UN system that play a role in development. Created by former UN Secretary-General Kofi Annan and endorsed by the General Assembly, the UNDG seeks to ‘facilitate joint policy formulation, encourage programmatic collaboration and realize management efficiencies’ among UN agencies.

At the country level, this interagency structure is embedded in the Resident Coordinator System (RCS), which encompasses all organizations of the United Nations system with operational activities for development. The RCS is managed by UNDP on behalf of the entire system. The Resident Coordinator function is carried by the UNDP Resident Representative. As the designated representative of the Secretary-General, the Resident Coordinator is the leader of the UN Country Team (UNCT) and plays a central role in coordinating the UN’s development operations and ensuring alignment with national priorities. UNDP provides the lion’s share of the resources needed to maintain the RC system in over 130 countries. The remainder of the RCS funding comes from a cost-sharing arrangement between all participating agencies.

UNDP also administers the UN Capital Development Fund, which helps developing countries grow their economies by supplementing existing sources of capital assistance by means of grants and loans; and UN Volunteers, which fields over 6,000 volunteers from 160 countries in support of peace and development through volunteerism worldwide.

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0 USD Kampala CF 3201 Abc road Full Time , 40 hours per week United Nations Development Programme (UNDP)

Practice Area - Job Family: Management

Vacancy End Date: (Midnight New York, USA)

04/10/2018

Duty Station: Kampala, Uganda

Education & Work Experience: C-HS Graduate or Equivalent - 3 year(s) experience

Languages

Required:

Desired:

English

Grade: G5

Vacancy Type: FTA Local

Posting Type: External

Bureau: Africa

Contract Duration: 1 Year with possibility for extension

Background

UNDP is the leading global development agency for transformational change. We help empower lives and build resilient nations so that they can withstand crisis and improve the quality of life for everyone. UNDP partners with people at all levels of society principally with the host Government, the UN System, Civil Society Organizations, Private Sector, Inter-Governmental organizations and Foundations.

With offices in more than 170 countries and territories, we offer global perspective and local insight to help nations achieve inclusive sustainable development. In Uganda, UNDP supporting the Government of Uganda to advance the national vision to attain sustainable development, maintain peace and stability and help improve the quality of life for people in Uganda.

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

The Administrative Assistant–Travel 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

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 work plans.

Ensures Administrative and of privileges and immunities focusing on achievement of the following results:

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

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.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
  • Administrative support to conferences, workshops, retreats.
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
  • 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.
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction of data from various sources.
  • 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.

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

Required Skills and Experience

Secondary education. Certification in administration desirable.

3 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.

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

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

2018-10-05

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