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

Vacancy Notice Internal/ External Vacancy Notice no. 015/2020
Position Number 10030709
Number Of Vacancies 1
Location Moyo
Position Grade GS-4
Closing Date 2020-09-21
Organizational Context

The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding. The incumbent’s workload and the assignments will remain under constant guidance and direction of the supervisor.

 

The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality


Functional Statement
  • Arrange appointments/meetings both internal and external, some involving high ranking officials.
  • Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required.
  • Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
  • Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system.
  • May be required to maintain/update confidential files.
  • Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.
  • Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation.
  • Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
  • Assist the supervisor to monitor and record expenditure/disbursement of funds.
  • Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
  • May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;
  • Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
  • 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 4 years of previous job experience relevant to the function is required.
  • Computer Literacy is required.
  • Knowledge of English is required
Desirable qualifications & competencies
  • Completion of certificates in Business Administration, Finance, Office Management, Human Resources or other related field is desirable.
  • Knowledge of UN-UN/UNHCR Administrative Rules, Regulations and Procedures is desirable
  • Knowledge of UN-UN/UNHCR Financial Rules and Regulations and Procedures is desirable
Operational Context

UNHCR Sub Office Moyo and Obongi is situated approximately 6 Km from Moyo Town. The town has roughly 20,000 inhabitants. The centre is dominated by Government buildings. There is one commercial bank with ATMs (Stanbic) where one may transact in Uganda Shillings and US Dollars. There is a market where basic commodities and fresh produce are sold. Moyo District Hospital is the main referral hospital in Moyo and Obongi districts. There are a number of health NGOs operating in Moyo. UNHCR staff receive medical treatment at the Moyo district hospital, in Kampala and other towns. The security situation is generally calm.

UNHCR Sub Office Moyo is responsible for Palorinya Refugee Settlement, with a population of nearly 122,886 persons of concern (as at 31 March 2020). The office works closely with the Office of the Prime Minister, the District Local Government and other non-governmental organizations. There are 40 national and international staff presently covering various positions.

The administrative Assistant directly reports to the head of sub office Moyo and Obongi and will provide administrative support. There is a high level of responsibility and confidentiality associated with this position. The incumbent will be responsible for writing/preparing reports, organizing/scheduling meetings, reviewing incoming correspondence to determine significance, preparing agendas for important meetings, making travel arrangements, and fill in gaps such as filing to help keep the manager organized and therefore focused on her/his job duties.

The core set of job skills essential to the roles includes exceptional organizational skills, excellent written and oral communication abilities, as well as a strong attention to detail and professionalism. The incumbent must possess technical proficiency with office automation tools including software essentials like Microsoft Word, Excel, and PowerPoint.

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