Job Title: Administrative
Assistant –IFAD
Assistant –IFAD
Organization: United Nations
Development Programme (UNDP)
Development Programme (UNDP)
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Post
Level:
G4-ICS4
Level:
G4-ICS4
Reports
to:
Country Programme
Manager
to:
Country Programme
Manager
About
UNDP:
UNDP:
The
United Nations Development Programme (UNDP) is the United Nations’ global
development network. UNDP advocates for change and connects countries to
knowledge, experience and resources to help people build a better life. The
UNDP provides expert advice, training, grant support to developing countries
including Uganda with increasing emphasis on assistance to the least developed
countries.
United Nations Development Programme (UNDP) is the United Nations’ global
development network. UNDP advocates for change and connects countries to
knowledge, experience and resources to help people build a better life. The
UNDP provides expert advice, training, grant support to developing countries
including Uganda with increasing emphasis on assistance to the least developed
countries.
Job Summary: The UNDP Administrative Assistant –IFAD
will be responsible for providing e communications, operational and secretarial
support services to enhance the smooth running of the team and its workflow and
management of information. The accountabilities/key results are expected
are: Communication & Workflow, Operational Support and Secretarial Support
will be responsible for providing e communications, operational and secretarial
support services to enhance the smooth running of the team and its workflow and
management of information. The accountabilities/key results are expected
are: Communication & Workflow, Operational Support and Secretarial Support
Key Duties and
Responsibilities:
Responsibilities:
- Actively
facilitates the communications and workflow of the organizational unit to
enhance the efficiency and timeliness of operations and outputs.
Accountabilities, typically include managing incoming and outgoing
correspondence, emails and telephone calls, researching background
documentation; communicating routine and some non-routine information
pertaining to the work of the team, maintaining the supervisor’s calendar,
establishing/maintaining the office filing and reference systems, both
traditional and digital and ensuring the inter/intra-net websites are up to date and accurate. - Actively
facilitates the work of the team to ensure integrity in the use of
resources and adherence to established rules and procedures.
Accountabilities typically include ERP data entry and reporting activities
as originator; applying internal procedures and tracking systems for
correspondence and documents, verifying work is completed in accordance
with IFAD standards and within established deadlines; monitoring work
progress and priority cases: organizing meeting and workshops; organizing
official travel; administering staff attendance and leave; and identifying
and extracting information from various sources and preparing briefing
notes. - Ensures
the full range of office support to the supervisor. Accountabilities
typically include preparing briefing materials for official trips or
meeting; drafting responses to written inquiries on routine and
non-routine question; coordinating responses to sensitive or complex
inquiries; following up on established deadlines and ensuring timely
submissions by staff of reports, correspondence and other documents;
reviewing all outgoing correspondence and official documents for style,
factual and grammatical accuracy as well as conformance with established
guidelines and procedures; preparing correspondence for the supervisor’s
signature; and may make informal translations of correspondence. - The
Administrative Assistant will be accountable for integrity, transparency
and equity in the personal use of assigned IFAD resources, including
equipment and supplies.
Qualifications,
Skills and Experience:
Skills and Experience:
- The
ideal candidate for the United Nations UNDP Job should hold a Diploma in
the fields such as secretarial studies, office administration, accounting,
procurement and finance - Additional
training and experience using MS Word, Excel, Powerpoint and other
UNDP/IFAD software such as Sharepoint; knowledge of integrated management
information system an asset. - A
minimum of three or more (3) years of administrative, secretarial and /or
clerical experience - Working
knowledge of UNDP/IFAD administrative policies and procedures is an added
advantage
Language
and IT Skills:
Excellent written and verbal communication skills in English.
and IT Skills:
Excellent written and verbal communication skills in English.
Personal
Competencies
Competencies
Organizational:
Strategic
thinking and organizational development: Personal Influence
thinking and organizational development: Personal Influence
Demonstrating
Leadership:
Personal leadership and attitude to change
Leadership:
Personal leadership and attitude to change
Learning,
sharing knowledge and innovating: Continuously seeks to learns, shares knowledge and
innovates
sharing knowledge and innovating: Continuously seeks to learns, shares knowledge and
innovates
Problem
solving and decision making:
Demonstrates sound problem solving and decision making ability
solving and decision making:
Demonstrates sound problem solving and decision making ability
Focus on
clients: focuses
on clients
clients: focuses
on clients
Managing
time, resources and information: Manages own time, information and resources effectively
time, resources and information: Manages own time, information and resources effectively
Team
work:
Contributes effectively to the team
work:
Contributes effectively to the team
Communicating
and negotiating:
Communicates effectively: creates understanding between self and others
and negotiating:
Communicates effectively: creates understanding between self and others
Building
relationship and partnerships:
Builds and maintains effective working relations
relationship and partnerships:
Builds and maintains effective working relations
Technical/Functional:
- Organizational,
planning and prioritizing skills and abilities - Ability
to deal patiently and tactfully with visitors - Possess
a high sense of initiative and good judgment - Possess
the ability to work effectively with people of different national and
cultural background - Possess
the ability to work in a team environment to achieve common goals
UNDP
is committed to achieving workforce diversity in terms of gender, nationality
and culture. Individuals from minority groups, indigenous groups and persons
with disabilities are equally encouraged to apply. All applications will be
treated with the strictest confidence.
is committed to achieving workforce diversity in terms of gender, nationality
and culture. Individuals from minority groups, indigenous groups and persons
with disabilities are equally encouraged to apply. All applications will be
treated with the strictest confidence.
How
to Apply:
to Apply:
All
suitably qualified and interested candidates who so desire to join the United
Nations Development Programme, UNDP, in the aforementioned capacity should
endeavor to Apply Online by Clicking on
the link below. Please further review job requirements and if competent Click
Apply Now.
suitably qualified and interested candidates who so desire to join the United
Nations Development Programme, UNDP, in the aforementioned capacity should
endeavor to Apply Online by Clicking on
the link below. Please further review job requirements and if competent Click
Apply Now.
Deadline:
13th January 2015
13th January 2015