The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services, and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.
The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010 following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented, and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.
In addition to these services, the RSCE Office of the Director and support offices through the Deputy Chief RSCE provide overall guidance on the operations of the RSCE, including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.
This position is located primarily in the United Nations Command, Control, Communication, Computer and Information/Intelligence, Surveillance, Reconnaissance (C4ISR) Academy for peace operations (UNCAP) Unit of the Regional Field Technology Service (RFTS) in the Regional Service Centre Entebbe. The Programme Assistant will report to UNCAP Programme Management Officer.
Responsibilities
• Provides assistance in support of planning and implementation activities/processes for, UNCAP Programme and project initiatives.
• Manages timely submission, reviewing programme documents, and ensuring necessary approval and entry into computerised systems.
• Research, compiles, analyses, summarizes, and presents basic information/data on specific UNCAP programmes/project and related topics.
• Assists in the coordination of programme planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval; elaborates the training programme.
• Assists in the preparation and analysis of programme budget proposals; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; continuously assesses the needs and evaluates the costs; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures; writes reports providing justifications on the use of funds.
• Collaborates with programme managers on performance reporting; liaises with relevant parties on the interpretation of the activities scheduled in the Programme calendar; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Serves as focal point for coordination, monitoring and expedition of programme implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g., travel arrangements, organisation of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Updates and maintains key information for the programme.
• Coordinates the logistical and administrative support for the Programme and UNCAP related training visits to the RSCE and other client missions.
• Assists in supervision of support staff as required.
• Performs other duties as assigned.
Competencies
• Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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 recognized equivalent is required. A Technical or vocational qualification in logistics is desirable.
Work Experience
A minimum of seven years of progressively responsible work experience in programme or project administration, collaborating with partners on operational support issues in or with an international organization or related area is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Job application procedure
Please visit https://rsce.unmissions.org
More Information
- Address Entebbe, Uganda, East Africa
