UN Job Vacancies - Administrative Assistant –IFAD at United Nations Development Programme (UNDP)
Organization: United Nations Development Programme (UNDP)Reports to: Country Programme ManagerThe 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 SupportKey Duties and 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: 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 financeAdditional 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 experienceWorking knowledge of UNDP/IFAD administrative policies and procedures is an added advantageLanguage and IT Skills: Excellent written and verbal communication skills in English.Strategic thinking and organizational development: Personal InfluenceDemonstrating Leadership: Personal leadership and attitude to changeLearning, sharing knowledge and innovating: Continuously seeks to learns, shares knowledge and innovatesProblem solving and decision making: Demonstrates sound problem solving and decision making abilityFocus on clients: focuses on clientsManaging time, resources and information: Manages own time, information and resources effectivelyTeam work: Contributes effectively to the teamCommunicating and negotiating: Communicates effectively: creates understanding between self and othersBuilding relationship and partnerships: Builds and maintains effective working relations Organizational, planning and prioritizing skills and abilitiesAbility to deal patiently and tactfully with visitorsPossess a high sense of initiative and good judgmentPossess the ability to work effectively with people of different national and cultural backgroundPossess the ability to work in a team environment to achieve common goalsUNDP 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.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.
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