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Job Title    Administrative Assistant UN Job Placements
Organization United Nations Organisation Stabilization Mission in the Democratic Republic of the Congo MONUSCO



Duty Station Entebbe, Uganda
Job Opening Number 21-Administration-MONUSCO-160708-F-Entebbe M
Grade FS5
 
About UN MONUSCO
Following the signing of the Lusaka Ceasefire Agreement in July 1999 between the Democratic Republic of the Congo DRC and five regional States Angola, Namibia, Rwanda, Uganda and Zimbabwe in July 1999, the Security Council established the United Nations Organization Mission in the Democratic Republic of the Congo MONUC by its resolution 1279 of 30 November 1999, initially to plan for the observation of the ceasefire and disengagement of forces and maintain liaison with all parties to the Ceasefire Agreement. Later in a series of resolutions, the Council expanded the mandate of MONUC to the supervision of the implementation of the Ceasefire Agreement and assigned multiple related additional tasks.
 
Key Duties and Responsibilities  Responsibilities Within delegated authority, the Administrative Assistant, FS-5 will carry out the following duties
Human Resources Management
Coordinate actions for transactions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaise with central administration/ executive services as required.
Oversee the maintenance of vacancy announcement files and keep track of the status of vacancy announcements.
Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the mission.
Provide advice and answer queries on classification procedures and processes.
Provide information and advice to staff/consultants concerning conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations.
Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers, and movement of staff.
Budget and Finance
Provide expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
Assist in monitoring budget/work plan for various budgets, trust funds, grants and other funds regularly, suggest reallocations of resources and implement the reallocations as necessary.
Collect data from relevant databases and prepare customised financial reports.
Assist in the review and preparation of the medium-term plan and its revisions.
Review, analyse and assist in finalising the cost estimates and budget proposals regarding staff and non-staff requirements from departments/offices at headquarters and the field, including programmatic aspects ensure compliance with the medium-term plan other legislative mandates.
Assist managers in the elaboration of resource requirements for budget submissions.
Monitor budget implementation/expenditures and recommend reallocation of funds as necessary.
Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments and exchange rates within the relevant system are updated regularly.
Monitor extra-budgetary resources, including reviewing agreements and cost plans, ensuring compliance with regulations and rules, and establishing policies and procedures.
Assist in the preparation of the year-end budget performance report submissions.
General Administration

Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility.
Provide assistance in drafting host country agreements, budget agreements, and contributions for grants or other activities as appropriate.
Identify and resolve diverse issues and problems as they arise, determining the appropriate actions.
Coordinate extensively with service units and frequently liaise with internal team members at Headquarters and in the field mission.
Consolidate the weekly and monthly reports for submission to the Director of Mission Support.




Compile the overtime statistics for Entebbe Support Base staff and submission to the Budget office.
Training the incoming staff on protocol issues, use of UN software, UMOJA, FSS, etc.
Perform other related administrative duties, as required e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations.
Run and manage the Liaison Cell of the Head of Premises and the staff to ensure support provided to MONUSCO requirement and Entebbe Support Base tenants in obtaining visas, work permits for staff and their dependents and vehicle red plate numbers.
Providing support to mission level and neighbouring missions by liaising with the Government of Uganda in close coordination with Resident Coordinator’s office for obtaining customs clearance, ammunition clearance, medical and human remains repatriation.
Arrange and coordinate high-level meetings with the host Government and the UN delegations and senior management.
 
Qualifications, Skills and Experience
The ideal candidate for the United Nations Organisation Stabilization Mission in the Democratic Republic of the Congo MONUSCO Administrative Assistant job opportunity should hold a  High school or equivalent diploma is required. A technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.
A minimum of eight years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which 3 years should have been at a supervisory level.
Experience in providing administrative support services of international peacekeeping or military operations is highly desirable.
Extensive knowledge of the UN Administrative rules, regulations and working practices pertaining to field missions is an advantage.
Languages fluency in oral and written English is required and working knowledge of French is desirable.
 
Competencies
Professionalism – Substantive experience in and thorough knowledge of administrative functions e.g., budget/ work programme, human resources, database management, etc.. Extensive knowledge regarding the application of financial and staff regulations and rules. The skills and ability to analyse and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyse a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit’s business operations and objectives. A high degree of commitment to ensure the proper use of the unit’s financial resources. Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning & Organising – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Teamwork – Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with a final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Client Orientation – Considers all those to whom services are provided to be “clients,” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the client’s environment to keep informed and anticipate problems; keeps clients informed of the progress or setbacks in projects; meets timeline for delivery of products or services to the client.
 
NB The United Nations does not charge a fee at any stage of the recruitment process
Application, interview meeting, processing, or training. The United Nations
does not concern itself with information on applicants’ bank accounts.


How to Apply
All candidates should apply online at the link below.
 
Click Here
 
Deadline 16th August 2021
 

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