Administrative Assistant

Contract

This is a SB-1 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-1 contracts.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women operationalizes this through Flagship Programming Initiatives (FPIs) developed to achieve transformative results for gender equality and women empowerment. The FPIs respond to the expanded agenda for Beijing+20 and the Sustainable Development Goals (SDGs). The main objective of UN Women’s support to Government under Humanitarian Action is to ensure protection, as well as equitable and safe access to and benefit from the humanitarian and development assistance to the most vulnerable, and marginalized refugee and host community women and girls. The programme also promotes women’s participation and leadership in the camps and host community, and women’s active role in maintaining peace and social cohesion.

At national level, UN Women operates based on the UN Cooperation Framework (2021 -2025), working closely with other UN Agencies and Government to achieve i) Transformative and inclusive governance, peace and justice, ii) Shared prosperity in a healthy environment; and iii) Human wellbeing and resilience with positive cultural norms, in terms of gender and human rights. The above focus aligns with Uganda’s National Development Plan (NDP 3), the SDGs as well as UN Women’s Global Strategic Plan. In the specific area of Humanitarian Action, UN Women and partners implement the Women’s Leadership, Empowerment, Access and Protection Program to contribute to women’s participation benefit from humanitarian action. With the growing humanitarian and situations across Uganda including floods, locust invasions, COVID-19 among others, there is need for UN Women to strengthen gender across the humanitarian, disaster risk reduction and recovery processes.

Reporting to the Field program management specialist and head of sub-office Adjumani, the Cleaner provides cleaning and other related services for a clean, hygienic and pleasant working environment while ensuring that the health and safety of staff and other individuals within the office premises are observed. The Cleaner will be responsible for maintaining the office premises, the security house, the outside pit latrine, the compound inside the perimeter wall and the flowerpots outside the perimeter wall. The Cleaner oversees always managing the above-mentioned area in a clean state.

Duties and Responsibilities

Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance and utilities.

Ensures effective and efficient functioning of the Registry/Reception, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, when required taking minutes.
• Translation of simple correspondences, when needed

Ensures Office Maintenance and cleanliness

• Ensures that the offices, restrooms, kitchen, corridors and verandas are kept in a clean and orderly condition.
• Provides a high-quality cleaning service that includes mopping, vacuuming, dusting and emptying bins.
• Dust/Polishes office surfaces and Corridors.
• Dust/polishes all surfaces including office equipment.
• Sweep and mop the floors, front and back-office entrances.
• Clean the sinks, taps, draining board and basins.
• Clean all the washrooms within the office premise.
• Notify administration when materials are running low so that there is timely purchase.
• Leave any dirty dusters, dishes etc for washing near the sink.
• Empty all bins.

Responsible for Utility and Meeting Services:

• Providing tea service as requested to meetings, UN guests and visitors
• Ensure proper service be provided to receptions and office functions
• Organization of cleaning team for services provided to official events/activities including reception, tea breaks and other functions
• Preparation of clean and healthy food and beverages if there is a request
• Regular checking and maintenance of facilities in meeting rooms, pantries, kitchen lunch area and lounge
• Clean refrigerators on regular basis and keep them clean, organized and hygienic
• Switch on electrical lights in the meeting room only when required.
• Switch off lights and a/c and clean up after event/activity
• Ensure proper maintenance of meeting rooms including all fittings and facilities
• Ensure proper drinking water supply in the office and to each water dispenser
• Keeping all water dispensers clean and in good condition as well as arranging the machines be cleaned regularly by the water supply company.
• Maintenance of proper drinking water ordering
• Checking and confirmation of the drinking water bills on quarterly basis
• Any other related duties assigned by the supervisor from time to time

Ensures Compound cleanliness and maintenance at all times

• Mow and trim green spaces at the office.
• Mulch, edge and weed flowers.
• Prune and trim trees
• Maintain all gardening equipment and machinery, like mowers and trimmers.
• Deal with pest problems that could damage office equipment.
• Keep green spaces clear of debris and litter
• Clean all washrooms within the compound of the Office premises

Makes timely requests of cleaning tools and Materials

• Making request for procurement of vacuum cleaner, water barrels, workers uniform, watering pots, brooms, dustpan, flat shovel, gloves, brushes, duster cloth, garbage bags and others.
• Ensuring that cleaning materials are environmental and human friendly
• Making timely requests for detergents including glass lotion, toilet lotion, wax-removing detergent, dust-collecting detergent, disinfect lotion, cleanser etc.
• Making timely requests for Toilet paper, Paper towels, Hand wash items and all related items

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Excellent cleaning skills
• Good knowledge of local pests and how to terminate them
• Ability to be active and mobile most of the time
• Ability to be on time.

Required Skills and Experience

Education

• Ordinary level certificate or its equivalent.

Experience

• 2-4 years of experience of general office administrative work and office maintenance in an international organization, embassy or UN system with a commendable clean record. In-country or regional experience in programming in refugee setting;
• Flexibility and Ability to work with teams
• Experience with in the same field of work in the UN System is added advantage

Language Requirements

• Ability to communicate in English
• Knowledge of the local language is an added advantage.

Application Procedure

Interested Candidates must apply online latest by 11th March 2022 .

Candidates should submit one PDF File attachment

UN Women P11 dully filled form with at least three (3) professional references (UN Women Personal History Form (P11), can be downloaded at: http://www.unwomen.org/about-us/employment;