Team Assistant (UN Admin Diploma Jobs) – United Nations Mine Action Service

Job Title: Team Assistant

Organisation: United Nations Mine Action Service (UNMAS)

Vacancy Number: 20-Administration-DPO-134955-R-Entebbe (X)

Duty Station:  Entebbe, Uganda

Reports to: Senior Programme Officer of the Mobile Capacity Building Team

Grade: G4

About US:

The United Nations Mine Action Service (UNMAS) is a service located within the United Nations Department of Peacekeeping Operations that specializes in coordinating and implementing activities to limit the threat posed by mines, explosive remnants of war and improvised explosive devices. The Service operates under United Nations legislative mandates of both the General Assembly and the Security Council, as well as by request of affected Member States, the United Nations Secretary-General or their designated official.

Key Duties and Responsibilities:

Within limits of delegated authority, the Team Assistant of the Mobile Capacity Building Team will be responsible for the following duties:

• Performs a wide range of office support and administrative functions.
• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, training materials, meetings/conferences, etc.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
• Performs other duties as assigned.

Qualifications, Skills and Experience:

• The applicant for the United Nations Mine Action Service (UNMAS) Team Assistant job opportunity should hold a High school diploma or equivalent.
• A minimum of three years of progressively responsible experience in general office support or related area is required.
• Experience working in ERP (SAP) is desirable.
• Experience with Microsoft Office 365 suite is desirable.
• Languages: fluency in oral and written English is required. Knowledge of French is desirable.

Competencies

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational 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 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.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount 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.

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 interested Ugandan nationals who wish to join the United Nations Mine Action Service (UNMAS) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.

Click Here

Deadline: 22^nd August 2020