OFFICE OF UNITED NATIONS HIGH COMMISSION FOR HUMAN RIGHTS
Post Title and Level: Administrative Assistant
Duty Station: Kampala
Contract
Starting Date: 15th July 2009
Duties and Responsibilities:
Resource and Budget Management Functions
Maintains archives of all administrative contracts and financial transactions (hard and electronic copies) and updates filing systems as required,
Assists Administrative Officer with contract requests and processing (SSA, Institutional Contracts, and Contracts for Professional Services). Ensures that supporting documentation needed for contract file is obtained and provides relevant forms to the vendor. Follows up on approvals for payment requests and ensures that performance evaluations are completed.
Gathers information from staff regarding travel plans. Creates travel requests, sends notification for approval requests. Ensure staff members comply with travel rules and regulations and advises staff members/travellers of any discrepancy if change in travel route has occurred.
Assist in updating shadow budgets and expenditure records and works with the Administrative officer to monitor work plans, practice delivery and related re-programming as needed. Follows up with concerned managers to ensure records are updated in a timely fashion.
Procurement Functions
Update vendor profiles and covers all support aspects of Local Purchase Order processing (creation, collection of supporting documentation, notifies for approval, dispatch, receive, modify and close).
Assist in procuring office supplies, computers, printers and other equipment. Ensures that serial numbers are recorded for Asset Management purposes.
Collects all receipts of purchases and ensures that payments are
done on time. Administrative Support
Functions
Assist in briefing international and national personnel and vendors on general administrative matters, provides advice and arranges administrative support as required.
Maintains the team's files of rules, regulations, administrative instructions and other related documentation for reference and distribution and informs/advises concerned staff on related updates.
Provides guidance and training to other colleagues on administrative matters as required.
Assists staff in preparing for conferences and workshop seminars and annual retreats. This includes organizing travel for participants, making travel related payments and responding to any other necessary activities. Perform all Atlas management duties attached to these coordination tasks (including creating purchase orders, vendors, etc.);
Manages travel arrangements for staff. Prepares travel authorizations and all related travel claims (including DSA, reimbursement claims, etc). When needed, assists staff members in any other travel logistics
Provides general secretarial and administrative assistance to the Administrative Officer when requested.
Other Duties:
When required to undertake duties/tasks assigned to the Office Assistant/Secretary in he/her absence.
Performs other related tasks, as required.
Competencies
Professionalism: Demonstrated conceptual and evaluative skills.
ability to conduct independent research and analysis, identifying issues,
formulating options, making conclusions and recommendations.
Planning and Organizing: Ability to establish priorities and to plan,
coordinate and monitor own work plan; Demonstrated ability to apply
good judgment in the context of assignments given.
Client Orientation: Ability to identify clients' needs and appropriate
solutions, ability to establish and maintain productive partnerships with
clients.
Commitment to continuous learning: Willingness to leam and keep
abreast of new developments in the field of administration.
Technology Awareness: Solid computer skills, including proficiency in
word processing, spreadsheets, ATLAS and relevant software
packages.
Communication: Proven ability to write in a clear and concise manner
in English and to communicate effectively orally in the same language.
Ability to draft correspondence.
Teamwork: Demonstrated interpersonal skills and the ability to work in
a multi-cultural, multi-ethnic environment with sensitivity and respect for
diversity.
Knowledge: Knowledge and understanding of relevant administrative,
financial and accounting policies and procedures
Qualifications:
Education: Secondary Education plus specialized relevant Education in
business administration, finance or accounting.
Experience: At least five years of combined progressively responsible
experience in related financial/administrative functions. Experience in
the use of computers and office software packages (MS Office,
especially Excel, Word, Excel, Power Point, Lotus, etc) and experience
in handling of web based management systems.
Languages: Fluency in oral and written English.
Other Skills: Knowledge of UN rules and regulations, as it pertains to
human resources management, financial management and general
administration services an asset
Applications must include a cover letter and complete the UN Personal History Form (UN P11) and send to the address below. The deadline for submission is 26 June 2009.
Mailing Address: Head of Office OHCHR Uganda P.O. Box 7184 Kampala, Uganda
Physical Address:
Head of Office
HCHR Uganda
Plot 12A Baskervile Avenue
Kololo-Kampala, Uganda
ONLY SHORT LISTED CANDIDATES WILL BE CONTACTED