Administrative Assistant

The Administrative Assistant at the Regional Service Centre Entebbe provides administrative support including managing appointments, travel arrangements, leave monitoring, and supporting conferences and workshops. The role ensures efficient functioning of the section and supports human resources and general administration tasks.

Responsibilities

• Ensures effective and efficient functioning of the Section by maintaining contact with visitors and staff, making arrangements of appointments and meetings including meeting room reservation, compiling and preparing briefing and presentation material, background information and documentation for meetings.
• Supports the office with leave monitoring and maintaining leave and absences.
• Makes travel arrangements and hotel reservations, processes requests for visa, ID cards and other documents.
• Provides administrative support to conferences, workshops, retreats.
• Researches and retrieves statistical data from internal and external sources, prepares statistical charts, tables, and reports.
• Follows up on deadlines, commitments made, action taken and coordinates collection and submission of reports to the Chief of section.
• Assists with archiving and maintenance of the filing system ensuring safekeeping of confidential materials.
• Updates and maintains the Chief of section's calendar, keeping him/her informed of any upcoming meetings in a timely manner.
• Writes, records and maintains minutes during meetings.
• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Maintains and reviews the section's staffing tables, prints and reviews reports.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions, and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service lines and liaises frequently with RSCE and client mission staff whenever required.
• Performs other related administrative duties, as required.

Requirements

• High school diploma or equivalent is required.
• A minimum of five (5) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.
• Experience working in a United Nations common system or similar international organization is desirable.
• Experience in working in a front office setting is desirable.
• English is required at UN Level III for reading, writing, listening, and speaking.
• French is desirable at UN Level II for reading, writing, listening, and speaking.

Skills

• Administrative Support
• Appointment Scheduling
• Travel Arrangements
• Leave Monitoring
• Conference Support
• Workshop Coordination
• Human Resources Support
• General Administration
• Finance
• Accounting
• Audit
• Front Office Management
• United Nations Common System
• English Language Proficiency

Languages

English, French