ADMINISTRATIVE ASSISTANT

Organizational Context

The UN Secretariat's reform aims to enhance the UN Development System's effectiveness in achieving the 2030 Agenda and SDGs. UN Resident Coordinator Offices (UN RCOs), led by independent Resident Coordinators, support countries in their development priorities. This Administrative Assistant role is within the UN RCO in Kampala, Uganda, reporting to the Head of the RCO.

Job Purpose

The Administrative Assistant provides crucial support to the UN Resident Coordinator's Office in Kampala, Uganda, contributing to the effective functioning of the UN Development System at the country level. This role is integral to supporting national development priorities and the attainment of the Sustainable Development Goals (SDGs) as part of the UN's global reform. The incumbent manages a range of administrative, human resources, and financial tasks, ensuring compliance with UN rules and procedures. They also play a key role in general office administration, contract management, and data analysis, facilitating efficient operations and supporting decision-making processes within the RCO. The position may involve guiding junior staff and serving as a security focal point.

Responsibilities

Manage human resources administration, including recruitment processes, staff entitlements, and personnel actions, ensuring adherence to UN rules. Oversee vacancy announcements and maintain staffing tables with relevant statistical data. Support budget and finance functions by assisting in proposal preparation, monitoring expenditures against budgets, and preparing financial reports. Handle general administrative duties such as drafting correspondence, coordinating with service units, managing travel programs, and maintaining office equipment and systems. Administer contracts with external vendors, including auditing invoices and processing payments. Process necessary UN forms and permissions for staff and contractors. Assist in data collection, analysis, and presentation for reporting and decision-making. Serve as the office's security focal point, attending relevant security meetings.

Work Experience

A minimum of seven years of progressive experience in administrative services, finance, accounting, audit, or human resources is required. Experience with an Enterprise Resource Planning (ERP) system, the UN, or similar international organizations is desirable. Proficiency in Excel or experience in data analytics is also desirable.

Skills

Professionalism, Teamwork, Client Orientation, administrative functions, budget/work programme management, human resources administration, database management, data analysis, modeling, interpretation, UN rules and regulations, communication, collaboration, problem-solving, and attention to detail.

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