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.
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More Information
- Job City Kampala