Organization: United Nations – Regional Service Centre Entebbe (RSCE)
Department: Client Services Section, Department of Operational Support (DOS)
Job Title: Administrative Assistant
Duty Station: Entebbe, Uganda
Reports To: Chief of Section
Job Grade: GS-5

Job Purpose

Provide comprehensive administrative and operational support to the Client Services Section by coordinating office operations, managing schedules, supporting human resources administration, maintaining records, and ensuring efficient communication and service delivery in line with United Nations standards and procedures.

Key Responsibilities

Executive & Administrative Support

• Ensure efficient day-to-day functioning of the section through effective office coordination and administrative support.
• Coordinate appointments, meetings, and meeting room reservations.
• Compile and prepare briefing materials, presentations, reports, and supporting documentation.
• Maintain the Chief of Section’s calendar and provide timely updates on upcoming engagements.
• Record, prepare, and maintain meeting minutes and action points.
• Follow up on deadlines, commitments, and required actions to ensure timely completion.

Travel & Event Coordination

• Arrange official travel, hotel reservations, visas, ID cards, and other required documentation.
• Provide administrative support for conferences, workshops, retreats, and official meetings.
• Coordinate logistics and communication with participants and stakeholders.

Records & Information Management

• Maintain and update filing systems, both electronic and physical.
• Ensure proper archiving and safeguarding of confidential documents and records.
• Research and compile statistical data from internal and external sources.
• Prepare statistical reports, charts, tables, and management information.

Human Resources Administration

• Maintain administrative records related to attendance, leave management, and performance appraisals.
• Enter, update, and certify personnel information in electronic systems.
• Maintain and review staffing tables and generate related reports.
• Support monitoring of leave balances and staff absences.

General Administration

• Draft routine correspondence, memos, and administrative communications.
• Maintain files of policies, regulations, administrative instructions, and reference materials.
• Coordinate extensively with service lines, RSCE offices, and client missions.
• Provide administrative assistance as assigned by the Chief of Section.

Qualifications

• High School Diploma or equivalent is required.

Experience

• Minimum of five (5) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related field.
• Experience requirement is reduced to three (3) years for candidates holding a first-level university degree or higher.
• Experience working within the United Nations system or a similar international organization is an added advantage.
• Experience working in a front-office or executive support environment is desirable.

Skills & Competencies

Professional Competencies

• Knowledge of United Nations administrative policies, procedures, and regulations.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Strong analytical, problem-solving, and critical-thinking skills.
• Ability to handle confidential information with discretion and professionalism.

Core Competencies

• Planning and Organizing
• Client Orientation
• Professionalism
• Attention to Detail
• Relationship Management
• Administrative Coordination
• Records Management
• Multitasking and Prioritization

Languages

• English is required.
• French is desirable.

Why Join the United Nations?

The Regional Service Centre Entebbe provides critical operational support to UN missions across Africa and beyond. This role offers an opportunity to work in a multicultural international environment while contributing to the efficient delivery of administrative services that support global peacekeeping and development operations.