Job Opening

Posting Title: ADMINISTRATIVE ASSISTANT (CONFERENCE COORDINATOR), FS5
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Regional Service Centre at Entebbe
Duty Station: ENTEBBE
Posting Period: 21 August 2019 - 03 September 2019
Job Opening Number: 19-Administration-RSCE-120875-F-Entebbe (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

This position is located in the Regional Service Centre, Entebbe (RSCE). The incumbent reports to the Deputy Chief, RSCE.

Responsibilities

The Administrative Assistant (Conference Coordinator) will be responsible for the following duties:

- Responsible for all training, conference, workshop or other coordination services undertaken by the Regional Training and Conference Center (RTCC);
- Provide administrative and logistical support for training/conferences, seminars, requested by client missions and other entities to be held at the RTCC through the preparation and delivery phases, with course directors, training focal points, trainers and participants.
- Maintains and updates the training calendar as well as the courses and venues schedule, administer and update all training-related information;
- Orient trainers to the training facilities and resources and provides logistic support in the delivery of courses;
- Provide information and guidance to staff members regarding the program, coordinate students' registration and accommodation, processing applications and preparing class lists;
- Monitor availability of course materials and supplies, coordinate with the other Entebbe Support Base (ESB) Entities ensuring the timely delivery of services and equipment in support of courses and conferences;
- Ascertain efficiency of computer equipment and installation of software/hardware; relay technical difficulties to the help desk and following up on problem solution;
- Compile reports on training programs, maintain training records, review and file and prepare reports on training evaluations;
- Assist in preparing needs analysis, participate in developing and organizing specific training programs to meet African Region Missions operational requirements;
- Assist in developing and delivering training modules and workshops for internal clients; assist also in selecting and developing teaching aids such as handbooks, tutorials and other training materials;
- Act as the RSCE training focal point and implement the RSCE staff development plan;
- Design specific training programmes to meet RSCE operational requirements, staff development needs and develop systems and methods for disseminating information to mission personnel on training and staff development activities;
- Assist in the development and tracking of career development programmes in liaison with the Department of Operations Support - Capacity Development Unit ( HRSD/OSO/DOS)
- Collect and maintain statistical data on training activities and respond to queries and request for information on training programmes;
- Prepare and monitor the budgetary allocations through regular reviews;
- Supervise and manage performance of staff under supervision
- Perform other relevant duties as requested by the supervisor.

Competencies

Professionalism:
- Knowledge of practices and processes in event booking and management.
- Ability to plan and coordinate training, conferences, seminars, workshops or other events.
- Ability to market and maximize the utilization of conference facilities.
- 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;
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & 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

Client Orientation:
-Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
-Establishes and maintains productive partnerships with clients by gaining their trust and respect
-Identifies clients’ needs and matches them to appropriate solutions
-Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
-Keeps clients informed of progress or setbacks in projects
-Meets timeline for delivery of products or services to client

Education

High school diploma or equivalent is required. Technical or vocational certificate in administrative services, finance, human resources or business administration is desirable.

Work Experience

At least eight (8) years of progressively responsible experience in general administration, conference management or other related fields is required. Experience in organizing trainings, conferences and workshops is desirable.Experience in event booking and management is desirable.

Languages

English and French are the working languages of the UN Secretariat, Fluency in English is required. Knowledge of French is desirable.

Assessment

Previously rostered candidates are not subject to any further assessment.Evaluation of qualified candidates may include an informal interview.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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.

Sorry, this job opening is no longer available.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2022 United Nations. All rights reserved