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Closing: Aug 9, 2022

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Published: Jul 28, 2022 (13 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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Education:  

  • Completed Secondary Level / High School Education required.
  • Diploma or first level university degree desirable in in business administration, information technology, hospitality, transport or related field is desirable.

Knowledge and Experience: 

  • At least four years of relevant experience in administration, fleet, or front office management.
  • Relevant experience in providing administrative management services
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems
  • Experience in Fleet Management, Travel Management or Logistics is an added advantage
  • A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda will be an added advantage
  • Demonstrated ability to work in a team

Languages: 

  • Fluency in English; knowledge of other official UN languages, preferably French is desirable.


Responsibilities

Education:  

  • Completed Secondary Level / High School Education required.
  • Diploma or first level university degree desirable in in business administration, information technology, hospitality, transport or related field is desirable.

Knowledge and Experience: 

  • At least four years of relevant experience in administration, fleet, or front office management.
  • Relevant experience in providing administrative management services
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems
  • Experience in Fleet Management, Travel Management or Logistics is an added advantage
  • A thorough understanding of the UN system in general, and especially UNFPA mandate, its policies and operations and current development topics and political issues in Uganda will be an added advantage
  • Demonstrated ability to work in a team

Languages: 

  • Fluency in English; knowledge of other official UN languages, preferably French is desirable.



A. General Administration, Fleet Management and Reception Services

  • Prepares and monitors the administrative/petty cash budget and ensures front office activities are in accordance with UNFPA rules and procedures. Proposes procedures to improve internal controls.
  • Implements systems, processes and applications in support of country office operations, including vehicles and front office management; maintains filing and mail management.
  • Serve as escalation point or support for issues of fleet management
  • Adapt processes and procedures to maximize effectiveness and efficiency in admin operations and management
  • Ensure full compliance relevant UN rules, regulations, policies and strategies; implementation of the effective internal control, administrative systems relating to mail and transport systems.
  • Facilitate effective budget management of office resources;
  • Implement policies, guidelines and procedures for the effective maintenance of the fleet of vehicles for UNFPA Uganda.
  • Maintain vehicles records, logs official trips, etc.
  • Ensure cost-savings through proper use and maintenance of vehicles
  • Maintain effective documentation, registrations, insurance, and related needs of the fleet of vehicles
  • Ensure all statutory and legal formalities are adhered to
  • Staff the reception area of UNFPA CO as may be required and provide related reception services to staff.
  • Undertake services including filing, photocopying, mailing and distribution of newsletters and publications, telephone and utilities; and maintenance of stores
  • Initiate and modify automated transactions;
  • Set up, classify and maintain files; extract, input, review for accuracy and file data from various sources;
  • Review status of relevant expenditures and compare with approved budget; Assist in preparation of budget performance submissions;
  • Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
  • Make computations, calculations and estimates and prepare various reports or periodic reports including tables, charts, statistics by providing basic analysis as requested;
  • Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;
  • Draft correspondence related to the area of responsibility;
  • Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;
  • Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; Provide analysis as requested;
  • Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;

B. General Support

  • Stand-in for other team members on selected functions as may be required.
  • Carry out any other duties as may be required by UNFPA leadership.


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