Etse Arigye

1 -Provide general, standard information to the management and staff on HR strategies, rules and regulations;

2 - Prepare prompt written responses to queries concerning HR related matters;

3 - Ensure timely system approvals of client travel and leave requests;

4 - Validate and coordinate local and international civilian staff benefits and payroll and related issues;

5 - Facilitate staff separation process by auditing their leave records and other entitlements;

6 - Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications; maintain files/records, monitor deadlines;

7 -Maintain and update internal database and files on administrative HR matters in a confidential and secure manner;

8 - Frequently organize training courses, workshops, information sessions, orientations and consultations for staff across Africa field missions;

9 - Provide a synthesis of lessons learnt and best practices in HR administration to the newly trained HR colleagues;

10 - In my capacity as a Local Process Expert, i often liaise with HR headquarters in HR administration and staffing to disseminate information on a variety of HR matters.

11 - Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements, and renewal of UNLPs and visas;

At the inception of Education Grant Unit in Entebbe, the responsibilities I held were:

1. Upon receipt of Education Grant (EG) Claims and /or advances from African peacekeeping client missions, reviewed and sent acknowledgement to staff members within 48hours of receipt of their documents; entered detailed information in the EG Log database; reviewed documentation for completeness ensuring that original and copies of the same were submitted while bringing issues to the attention of my supervisors; For any incomplete documentation, I communicated to mission Human Resources office within a week of receipt. For duly completed documents, they were submitted to the supervisors for immediate processing in the order of receipt.

2. Ensured certified claims and/or advances carried EG identification and certifying

officer’s signature on the original documents and copies were initialed. Original documents were packaged in a weekly valise to New York Payroll Office via Mail and Pouch Office; Ensured proper record keeping of the copies of the EG documents and updated the EG Log database with dispatch date of the original documents.

3. Maintained prompt and clear oral and written communication with staff members and Human Resource Assistant and Officers in missions; Provided frequent updates on the status of their claims and/or advances; Provided guidance and clarification to staff members on rules and regulations governing EG to field personnel.

4. Reviewed pending or long outstanding claims and frequently followed-up with schools to which the staff members dependents were enrolled.

5. As the Unit’s leave monitor, I maintained time and attendance records of all the staff members in the Unit; Ensured prompt submission of monthly attendance sheets to the Human Resources Office after updating each staff member’s time sheet and upon certification by both staff member and Chief of Unit.

6. Assisted in recording minutes in all the Unit meetings; distributed minutes to all Unit staff and maintained a copy in the Unit’s share drive for further reference.

7. Upon introduction of the electronic reporting system Field Support Suite (FSS), I participated in testing of the EG module in line with the processing of EG Claims and/or advances; Provided advice on the modifications in the EG module of the FSS system development; Confirmed receipt of client’s claims and/or advances and when appropriate returned the submissions back to the staff members with reason; Liaised with the FSS Help desk to delete wrong or double entries in the system to avoid wrong data.

8. Ensured proper functioning of the office equipment such as removing and exchanging used up printer cartridges and collecting new printer cartridges; Ensured enough supplies of office stationery in the Unit.

9. As a team player, I provided back-up support for the duties of the other administrative assistants within the Education Grant Unit in their absence.