ADMINISTRATIVE ASSISTANT

Organizational Context

The Department of Operational Support (DOS) provides comprehensive operational support across the UN Secretariat. The Regional Service Centre in Entebbe (RSCE) centralizes transactional administrative functions, including HR, finance, and ICT, to enhance efficiency and client service. This Administrative Assistant role is situated within the Client Services Section at RSCE, reporting to the Chief of Section.

Job Purpose

The Administrative Assistant (GS-5) plays a crucial role in ensuring the effective and efficient functioning of the Client Services Section at the Regional Service Centre Entebbe (RSCE). This position supports the Chief of Section by managing appointments, meetings, travel arrangements, and administrative documentation. The role involves maintaining critical records, preparing reports, and providing essential administrative support for conferences and daily operations. By handling these diverse tasks, the Administrative Assistant contributes to the seamless delivery of services by the RSCE, supporting various UN entities and peace operations.

Responsibilities

The Administrative Assistant is responsible for maintaining the efficient operation of the section by managing visitor and staff interactions, scheduling appointments, and arranging meetings. This includes preparing briefing materials and background documentation. The role involves managing leave records, processing travel requests, visa applications, and ID cards, and providing administrative support for conferences and workshops. Key duties include researching and retrieving data, preparing statistical reports, tracking deadlines, and maintaining filing systems, ensuring the safekeeping of confidential information. Additionally, the position involves updating the Chief of Section's calendar, recording meeting minutes, managing HR administrative data for time and attendance, and drafting routine correspondence. The role also requires maintaining relevant files and coordinating with various service lines and staff.

Work Experience

A minimum of five years of progressively responsible experience in administrative services, finance, accounting, audit, or human resources is required. This requirement is reduced to three years for candidates holding a first-level university degree. Experience within the UN common system or a similar international organization, as well as in a front office setting, is desirable.

Skills

Professionalism, effective time management, clear written and spoken communication, problem-solving, critical thinking, planning and organizing, and client orientation.

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