Job Title Senior Administrative Assistant
Type Internal/External
Type Of Contract Fixed Term

Vacancy Notice Internal/ External Vacancy Notice No. 015/2020
Position Number 10028931
Number Of Vacancies 1
Location Nakivale
Position Grade GS-5
Closing Date 2020-09-27
Organizational Context

The Senior Administrative Assistant will provide administrative support to the office where the position is located.

The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent will always function under direct supervision of a Senior Officer often Administrative Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

Functional Statement

Duties

  • Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
  • Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.
  • Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
  • Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
  • Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.
  • Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.
  • Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
  • Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.
  • Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
  • Prepare attestations and certificates required by the staff members for signature of senior officer.
  • Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.
  • Perform other related duties as required
Required Competencies
  • Analytical Thinking
  • Planning and organizing
Essential Minimum Qualifications and Professional Experience
  • Completion of high school diploma is required.
  • Minimum 5 years of previous relevant work experience is required.
  • IT literacy in required
  • Fluency in English is required
Desirable qualifications & competencies
  • Certificate in Business Administration, Finance, Office Management, Human Resources or other related field is desirable.
  • Completion of UNHCR learning programmes or specific training relevant to functions of the position is desirable.
  • Knowledge of UN-UN/UNHCR Administrative Rules, Regulations and Procedures; UN-UN/UNHCR Financial Rules and Regulations and Procedures, IT-PeopleSoft Applications is desirable.
Operational Context

Nakivale settlement is one of the oldest settlements in Uganda. As of 31 Dec 2019, refugee population of Nakivale settlement is about 122,600 and for Oruchinga settlement about 7,900. About 76.4% and 79.5% of the refugee population in Nakivale and Oruchinga settlement respectively are women and children with a significant number of persons with specific needs. The top three refugee population in Nakivale are: Congolese (48.9%), Burundians (29.0%) and Somalis (10.9%), whereas Oruchinga only have: Congolese (54.5%), Rwandans (23.7%) and Burundians (21.6%) only.

The incumbent is expected to coordinate administrative, logistics and daily operation in collaboration with the Head of Office, Admin Unit in Mbarara Sub-Office, and supervise cleaning services in the offices and the accommodation as well as manage the drivers in Nakivale. 

Nakivale is about 70 km from Mbarara. All staff assigned to Nakivale are expected to reside at the staff accommodation provided by the office due to lack of local UNDSS cleared accommodation. There is a vibrant local market at the Base Camp zone of the settlement, though local supermarkets are only found in Mbarara. In term of medical services, only basic medical services are available in health centres in the settlements, and if necessary, further medical referral to Mbarara, with further medical referral to Kampala. The nearest banking facilities including ATM are either in Kabingo of Insigiro District, or Mbarara. At the staff accommodation compound provided by UNHCR, electricity and water are available.

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