Duties and Responsibilities:

Under the supervision of the Programme Management Officer, the incumbent will perform the following tasks:

• Assist in the coordination of programme/project planning and preparation of work for the Uganda and other regional programme.
• Provide support for the organization of in-person and online meetings/events including logistics, administrative and procurement support, including handling travel services for staff and meeting participants.
• Assist in the administration of programme/project implementation, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions, e.g. recruitment and appointment of personnel, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Monitor status of project proposals and compile, summarise, and present basic information/data on the specific programme /project and related topics or issues.
• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
• Draft correspondence on administration-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; handle routine administrative tasks such as maintaining attendance records, assessing telephone billing, etc.
• Perform other duties as assigned.
• Minimum Requirements:

  Education:

  • High school diploma or equivalent or bachelor’s degree in Management, Business Administration or related field is required.

  Experience:

  • A minimum of 5 years (with a high school diploma) OR 2 years (With a bachelor’s degree) of experience in administrative services, general office support or related area
  • Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja is desirable.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems is desirable.

  Language:

  • English and French are the working languages of the United Nations Secretariat. For this post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.