ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to delivery more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals (SDGs). As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an independent UN Resident Coordinator – the Representative of the UN Secretary-General and the highest-ranking official of the UN Development System at the country level – support countries in the achievement of their development priorities and the attainment of the SDGs. This position is in the UN Resident Coordinator's Office in Kampala, Uganda. The Administrative Assistant will report to the Head of the Resident Coordinator's Office under the overall leadership of the UN Resident Coordinator.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT:

• Initiates, reviews, processes and follows-up actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions.
• Monitors staffing table and prepare relevant statistical data/charts. BUDGET AND FINANCE:
• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. GENERAL ADMINISTRATION:
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headq...