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UN Regional Service Centre at Entebbe

Jobs at UN Regional Service Centre at Entebbe

UN Regional Service Centre at Entebbe

Uganda Full time Administration
Posted: Jun 16, 2026 3 days ago Deadline: Jun 29, 2026 63 views

Job Description

 

UNITED NATIONS REGIONAL SERVICE CENTRE ENTEBBE (RSCE) – UGANDA

ADMINISTRATIVE ASSISTANT / FRONT OFFICE ADMINISTRATION
Key Duties and Responsibilities
The successful candidate will ensure the effective and efficient functioning of the Section by maintaining contact with visitors and staff, making arrangements for appointments and meetings, including meeting room reservations, and compiling and preparing briefing materials, presentations, background information, and documentation required for meetings.
The role involves supporting the office through leave monitoring and maintaining leave and absence records. The incumbent will make travel arrangements and hotel reservations and process requests for visas, identification cards, and other official documents.
The position requires providing administrative support for conferences, workshops, retreats, meetings, and official events. The officer will conduct research and retrieve statistical data from internal and external sources and prepare statistical charts, tables, reports, and other administrative documents.
The role includes following up on deadlines, commitments, and action points and coordinating the collection and submission of reports to the Chief of Section. The incumbent will assist with archiving and maintaining filing systems and ensure the safekeeping of confidential materials and official records.
The successful candidate will update and maintain the Chief of Section’s calendar and ensure timely communication regarding upcoming meetings and appointments. The role also involves writing, recording, and maintaining minutes during meetings and ensuring proper documentation of decisions and action points.
Human Resources Management
The incumbent will enter, maintain, and certify administrative data and records for time and attendance, performance appraisals, and other human resource activities using electronic information systems.
The position involves maintaining and reviewing the section’s staffing tables and preparing, printing, and reviewing staffing and administrative reports.
General Administration
The role requires drafting routine correspondence, maintaining files of rules, regulations, administrative instructions, and related documentation, and ensuring that both paper and electronic work unit files are maintained and updated.
The successful candidate will coordinate extensively with service lines and liaise frequently with RSCE and client mission staff whenever required. The incumbent will also perform other related administrative duties as assigned.
Qualifications, Skills and Experience
Education
High School Diploma or equivalent is required.
Job-Specific Qualification
Not available.
Experience
A minimum of five (5) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area is required.
The minimum years of relevant experience are reduced to three (3) years for candidates who possess a first-level degree or higher.
Experience working in the United Nations Common System or a similar international organization is desirable.
Experience working in a front office environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat.
For this position, proficiency in English is required.
Knowledge of French is desirable.
Competencies
Professionalism
Knowledge of United Nations administrative policies, rules, and regulations. Ability to demonstrate effective time management skills and communicate clearly and effectively in both written and spoken form. Ability to demonstrate excellent problem-solving and critical-thinking skills.
Demonstrates professional competence and mastery of subject matter, shows pride in work and achievements, works conscientiously and efficiently in meeting commitments and deadlines, remains calm under pressure, and demonstrates persistence when faced with challenges.
Demonstrates commitment to incorporating gender perspectives and promoting equal participation of women and men in all areas of work.
Planning and Organising
Develops clear goals consistent with agreed strategies, identifies priority activities and assignments, adjusts priorities where necessary, allocates appropriate time and resources, anticipates risks and contingencies, monitors and adjusts plans and actions, and uses time efficiently.
Client Orientation
Considers all service recipients as clients and seeks to understand issues from the clients’ perspective. Establishes and maintains productive partnerships, identifies client needs and matches them to appropriate solutions, monitors developments affecting clients, keeps clients informed of progress and challenges, and ensures timely delivery of products and services.
Deadline
29th June 2026
CLICK HERE TO APPLY


 

UNITED NATIONS REGIONAL SERVICE CENTRE ENTEBBE (RSCE) – UGANDA

TRAVEL ADMINISTRATION OFFICER / TRAVEL ASSISTANT
Key Duties and Responsibilities
The successful candidate will coordinate the travel of civilian and military personnel, including civilian police, travelling to and from a wide range of Member States in connection with mission duties.
The role involves calculating and initiating entitlements for all official travel and submitting them to the Unit Supervisor for approval, including airfare, excess baggage entitlements, terminal expenses, airfreight entitlements, daily subsistence allowance (DSA) for staff and dependents travelling on missions, and other travel-related benefits.
The incumbent will perform complex lump-sum calculations of travel entitlements for staff members and provide information regarding air service frequencies and the most economical airfare rates as permitted by United Nations rules and regulations.
The position requires providing information on rates and travel schedules for specific itineraries for budgeting purposes and supporting programme managers with travel planning and cost estimations.
The successful candidate will contact airlines to make reservations and negotiate the least expensive fares by engaging with travel agencies and airline management on flight space, reduced airfares, group discounts, and reduced excess baggage charges.
The role includes initiating ticket issuance, resolving discrepancies and ticketing problems, and coordinating the shipment of personal effects and official cargo. Responsibilities include preparing shipping documentation, following up with service providers, and monitoring delivery status in accordance with applicable procedures.
The incumbent will calculate residual values of partially used tickets in cases of rerouting and compute revised per diem amounts where there are deviations from original travel plans.
The position involves arranging travel changes and cancellations requested by travellers, ensuring tickets are reissued when necessary, and obtaining reimbursements where applicable.
The successful candidate will convert departure and arrival times, determine the appropriate class of accommodation according to the nature of travel, and follow up on itinerary amendments and ticket adjustments.
The role requires examining and pre-auditing official itineraries of staff members, civilian police, and military personnel as stated in travel authorizations to determine air travel cost entitlements.
The incumbent will ensure conformity with established United Nations rules, regulations, policies, and directives.
The position includes reviewing travel claims and supporting documentation for completeness, accuracy, and validity before forwarding them to the Finance Section for payment processing.
The successful candidate will ensure that all travel entitlements conform to United Nations Rules, Regulations, and policies and refer discrepancies to Administrative and Certifying Officers for clarification and correction.
The role involves advising Administrative Offices on efficient and cost-effective travel routings, particularly for complicated staff itineraries, and assisting in making travel plans that maximize benefits from advance purchases and special promotional fares.
The incumbent will maintain records of all travel authorizations processed and document savings accrued to the organization as a result of cost-saving measures and techniques employed.
The position further requires calculating daily subsistence allowance for senior United Nations staff, mission assignees, appointees, and other UN personnel while considering meal provisions and official or personal stopovers.
The successful candidate will prepare travel authorizations according to the traveller's category and calculate all associated costs, including excess baggage charges, terminal expenses, subsistence allowances, and travel advances.
The role also involves advising substantive offices, travellers, mission personnel, and movement control staff regarding arrival information and ensuring that appropriate arrangements are made accordingly.
The incumbent will perform any other duties as required.
Qualifications, Skills and Experience
Education
High School Diploma or equivalent is required.
Job-Specific Qualification
A technical or vocational certificate in Travel, Business Administration, or a related field is required.
An International Air Transport Association (IATA) certificate is desirable.
Experience
A minimum of seven (7) years of progressively responsible experience in travel administration, airline reservations, and ticketing, including fare construction and identifying difficult and complicated routes at the lowest possible fares, is required.
The minimum years of relevant experience are reduced to five (5) years for candidates who possess a first-level degree or higher.
Experience in administering a broad range of travel-related entitlements and benefits using Systems Applications and Products (SAP) or Enterprise Resource Planning (ERP) software such as Umoja or similar platforms is required.
Experience in applying United Nations or similar international organization Staff Rules and Regulations in an operational travel environment is desirable.
Supervisory experience in an IATA-accredited travel agency is desirable.
Experience working in a shared service centre or similar operational environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat.
For this position, proficiency in English is required.
Knowledge of French is desirable.
Competencies
Professionalism
Demonstrates knowledge of IATA rules and familiarity with United Nations Staff Rules, Financial Regulations, and procedures. Demonstrates professional competence and mastery of subject matter, works conscientiously and efficiently, meets commitments and deadlines, remains calm under pressure, and demonstrates persistence when faced with difficult challenges.
Shows commitment to gender equality by promoting equal participation and involvement of women and men in all aspects of work.
Communication
Speaks and writes clearly and effectively, listens actively, interprets messages correctly, responds appropriately, asks questions for clarification, promotes two-way communication, and tailors language and communication style to suit different audiences. Demonstrates openness in sharing information and keeping stakeholders informed.
Client Orientation
Considers all service recipients as clients and seeks to understand their perspectives. Establishes and maintains productive partnerships, identifies client needs and matches them with appropriate solutions, monitors developments affecting clients, anticipates challenges, keeps clients informed of progress, and ensures timely delivery of services.
Deadline
29th June 2026
CLICK HERE TO APPLY



About Company

UN Regional Service Centre at Entebbe

UN Regional Service Centre at Entebbe

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Job Overview

  • Job Type: Full time
  • Experience Level: Intermediate
  • Education Level: Bachelors
  • Vacancies: 2
  • Category: Administration
  • Location: Uganda
  • Application: External Website

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