Administrative Clerk

The ‘Sawlog Production Grant Scheme’ (SPGS) is a Ugandan government project supporting establishment of the commercial forestry industry in Uganda through provision of retrospective subsidized grants to private sector farmers.  This initiative is as an incentive for long term investment in commercial forestry for rural incomes and mitigating climate change. The SPGS aims at increasing the incomes of the rural population through commercial tree planting by medium and large-scale private sector actors and the local communities themselves, while at the same time helping to mitigate climate change effects through intensive afforestation. The Food and Agriculture Organization of the United Nations (FAO) has obtained funding from the European Commission (EC) to support the implementation of this programme.

Under the guidance and supervision of the Project Manager and the Project Support Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant may take routine decisions on administrative processes based on clearly established guidelines. In performing her/his work, the Administrative Assistant promotes a client, quality and results-oriented approach.

Purpose and Scope of Assignment

Summary of Key Functions: 

• Support to effective and efficient functioning of the office/department/unit
• Support to administrative and logistical services
• Support with respect to protocol issues and requests for official documentation
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

1. Office Support/ Reception Functions:

• Routing of telephone calls and communication of messages within the office for appropriate action.
• Receipt of all visitors and incoming phone calls and directing them relevant unit/ individuals.
• Booking, setting up, and co-ordination of meetings
• Collection, distribution and dispatch of daily incoming and outgoing normal / courier mail and documents.
• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Maintenance of hard copy and electronic files, reference materials and confidential records as required
• Support in the preparation of the administrative budget plan for the office
• Support the monitoring of expenditures against the administrative budget for the office, bringing to the attention of the supervisor any problem or discrepancy that warrants further review.
• Support to the Petty cash management
• Preparation of travel authorization for staff members

2. Office maintenance and assets management

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

3. Administrative and logistical Functions:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Performance of a Buyer role in oneUNOPS and preparation of POs for travel activities, payments, contracts.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Archiving (physically and electronically) and ensuring the internal Data Base for project information is updated
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Project Manager
• Assistance in the preparation of budget, provision of information for audit.

• Secondary education is required. 
• Specialized secretarial training or office management certification is an asset. Data base management is an asset. 

At least three years of relevant working experience in programme OR administrative support is required.

Full working knowledge of English is essential. Fluency in one or more additional official UNOPS languages is an advantage. Full working knowledge of Luganda is required. 

• Lives and breathes the UNOPS values;
• Demonstrated drive for continuous improvement and incorporation of lessons learned and best practices into business process routines;
• Demonstration of professional behaviour and personal ethics, transparency and openness to encourage respect and similar behaviour from colleagues in the workplace.
• Knowledge of Microsoft Package is required (excel, word, outlook, power point, etc)
• Knowledge of Data Management – Data Bases is an asset
  

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background Information - East Africa Hub (EAH)

Located in Nairobi, Kenya, the East Africa Hub manages a growing portfolio of engagements, including associated strategic and operational risks. The East Africa sub-region currently consists of an established Operation Centre in South Sudan and a portfolio of engagements managed by the Kenya based East Africa Hub office. This includes primarily transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Somalia, Tanzania, Burundi, Uganda, Kenya and several island states