JOB ADVERTS

UNITED NATIONS AFRICAN INSTITUTE FOR THE PREVENTION OF CRIME AND THE TREATMENT OF OFFENDERS (UNAFRI)

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VACANCY ANNOUNCEMENT

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Position Title: Administrative, Human Resources and Procurement Assistant

Duty Station: UNAFRI Secretariat, Naguru, Kampala, Uganda
Organizational Unit: Secretariat
Employment Type: Full-time
Contract Duration: The appointment shall be subject to a one-year probationary period, after which a three-year contract may be offered, subject to satisfactory performance, UNAFRI’s applicable rules and regulations

 

Application Deadline: 18th November 2026 at 11:59 p.m. East Africa Time

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1. ORGANIZATIONAL BACKGROUND

The United Nations African Institute for the Prevention of Crime and the Treatment of Offenders (UNAFRI) is a regional institution established to support African countries in strengthening crime prevention, criminal justice systems, the treatment of offenders and regional cooperation in the administration of justice.

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UNAFRI invites applications from suitably qualified, competent and motivated candidates for the position of Administrative, Human Resources and Procurement Assistant at its Secretariat in Naguru, Kampala, Uganda.

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The position supports the effective and efficient functioning of the Secretariat through the provision of administrative, human resources, procurement, logistics and records management services, in accordance with applicable institutional rules, regulations, policies and procedures.

 

2. JOB PURPOSE

Under the supervision of the designated supervisor, the Administrative, Human Resources and Procurement Assistant will provide integrated administrative, personnel and procurement support to the Secretariat.

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The incumbent will assist in the implementation of administrative and human resources procedures, maintain accurate personnel and institutional records, coordinate procurement and logistical processes, support the acquisition of goods and services, and facilitate the efficient use and management of institutional resources.

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The incumbent is expected to exercise professionalism, integrity, discretion and sound judgment, ensuring that administrative, human resources and procurement activities are conducted efficiently, transparently and in accordance with applicable rules and procedures.

 

3. KEY DUTIES AND RESPONSIBILITIES

A. Administrative and Office Support

Under the supervision of the designated supervisor, the incumbent will:

1. Provide day-to-day administrative, secretarial and logistical support to the Secretariat.

2. Prepare, format, proofread and process official correspondence, memoranda, reports, minutes, briefing notes and other institutional documents.

3. Receive, register, route, distribute and dispatch incoming and outgoing correspondence, ensuring timely follow-up.

4. Maintain an effective filing and records management system for administrative documents, official correspondence and institutional records.

5. Coordinate meetings, workshops, conferences and official missions, including scheduling, preparation of documentation, logistical arrangements and follow-up.

6. Assist in monitoring office supplies, stationery, equipment and other administrative resources, maintaining appropriate inventory records.

7. Coordinate routine office maintenance, equipment servicing and facility-related requests with the relevant service providers.

8. Assist in preparing administrative work plans, activity reports, schedules and other documents required for the effective functioning of the Secretariat.

9. Support the organization, digitization, retrieval and archiving of official records.

10. Perform other related duties as may be assigned by the supervisor.

 

B. Human Resources Administration

The incumbent will:

1. Maintain and regularly update confidential personnel files, staff registers, attendance records, leave records and other human resources documentation.

2. Assist in recruitment and selection processes, including preparation and publication of vacancy announcements, receipt and organization of applications, maintenance of applicant records, interview scheduling and preparation of recruitment documentation.

3. Assist in preparing appointment letters, employment contracts, contract amendments, staff lists, certificates of service and other personnel-related documents.

4. Monitor contract expiry dates, probation periods, leave balances and other personnel-related deadlines, bringing relevant matters to the attention of the supervisor.

5. Support staff onboarding, induction, separation and exit-clearance procedures.

6. Assist in maintaining records relating to staff performance management, training, capacity development and professional development activities.

7. Support the administration of staff benefits, entitlements and other human resources matters, as applicable under the Institute's rules and procedures.

8. Assist in compiling human resources statistics and preparing periodic personnel reports.

9. Ensure the confidentiality, accuracy, security and appropriate handling of personnel information.

10. Assist in maintaining human resources procedures and records in accordance with applicable staff rules, policies and institutional requirements.

 

C. Procurement and Supply Management

The incumbent will support the Institute's procurement and supply-management processes by:

1. Assisting in the preparation and consolidation of procurement plans, schedules and requirements in consultation with the relevant offices.

2. Receiving and compiling requests for goods, works and services and ensuring that the required specifications, quantities, justifications and approvals are provided before processing.

3. Preparing and issuing requests for quotations, invitations to bid and other procurement documentation, as authorized and in accordance with applicable procurement procedures.

4. Identifying potential suppliers and service providers, maintaining supplier databases and assisting in obtaining quotations and other relevant procurement information.

5. Assisting in the preparation and maintenance of procurement files, including requisitions, quotations, bid submissions, evaluation documentation, approvals, purchase orders, contracts and delivery records.

6. Supporting the administrative organization of procurement processes and committee meetings, including preparation of documentation, recording of proceedings and follow-up on recommendations.

7. Assisting in the preparation of comparative statements of quotations and other procurement analysis documents, ensuring that information is accurately presented for review by the authorized officers or committees.

8. Following up on approved purchase orders, deliveries and service agreements to facilitate timely supply of goods and services.

9. Coordinating with the relevant technical officers or designated users to confirm that delivered goods and completed services correspond to approved specifications and requirements. The incumbent shall not undertake technical certification beyond their competence or authority.

10. Maintaining updated inventory, stock registers, asset registers and records of goods received, issued, transferred or disposed of, as applicable.

11. Monitoring stock levels and informing the supervisor of replenishment requirements to avoid shortages and unnecessary expenditure.

12. Assisting in the preparation of procurement status reports, supplier performance records and other procurement-related documentation.

13. Liaising with suppliers and service providers on delivery schedules, documentation, invoices and other administrative matters, within the limits of delegated authority.

14. Ensuring that procurement records are complete, properly filed and available for verification, audit and accountability purposes.

15. Promoting fairness, transparency, competition, value for money, confidentiality and avoidance of conflicts of interest throughout procurement processes.

16. Performing other related procurement and supply-management duties as assigned.

 

The incumbent shall undertake procurement activities within the limits of delegated authority and shall not approve purchases, commit institutional funds, award contracts or certify payments unless expressly authorized under the applicable rules and procedures.

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D. Reporting, Compliance and Internal Coordination

The incumbent will:

1. Maintain accurate administrative, human resources, procurement and inventory databases, registers and tracking systems.

2. Prepare periodic administrative, human resources and procurement reports for review by the supervisor.

3. Assist in maintaining supporting documentation for financial reviews, internal controls, audits and other institutional accountability processes.

4. Monitor compliance with applicable administrative, staff, procurement and financial rules and bring identified discrepancies or procedural concerns to the attention of the supervisor.

5. Coordinate with relevant units and colleagues to facilitate the timely processing of administrative, personnel and procurement requests.

6. Identify opportunities to improve administrative workflows, records management and procurement tracking systems.

7. Uphold the confidentiality and security of official, personnel, supplier and procurement information.

 

4. QUALIFICATIONS AND EXPERIENCE

A. Education

Applicants must possess:

• A Bachelor's degree from a recognized institution in Business Administration, Public Administration, Human Resource Management, Procurement and Supply Chain Management, Purchasing and Supplies Management, Office Administration, Management or another closely related field.

• Additional professional training or certification in procurement and supply chain management, human resources management, public procurement, records management or office administration will be an advantage.

• Applicants with qualifications in administration or human resources should demonstrate relevant procurement knowledge or experience. Applicants with qualifications in procurement should demonstrate relevant administrative and personnel-support experience.

 

B. Work Experience

Applicants must have:

• A minimum of four (4) years of progressively responsible professional experience in administrative support, human resources administration, procurement, supply management, office management or a related field.

• Demonstrated experience in administrative coordination, official correspondence, records management and the maintenance of accurate institutional documentation.

• Practical experience supporting procurement processes, including preparation of procurement documentation, obtaining and comparing quotations, supplier liaison, purchase-order follow-up, inventory management or contract administration.

• Experience maintaining confidential personnel records and supporting human resources processes such as recruitment administration, leave management, staff records and contract monitoring.

 

The following will be considered an advantage:

• Experience working in a United Nations entity, international or regional organization, diplomatic mission, public institution or comparable professional environment.

• Knowledge of procurement procedures, competitive sourcing, value-for-money principles, segregation of duties and internal control requirements.

• Familiarity with procurement planning, supplier databases, inventory systems and procurement reporting.

• Experience supporting audit exercises, financial accountability processes or institutional compliance reviews.

 

C. Languages

• English: Fluency in oral and written English is required.

• French: Working knowledge or fluency in French will be an advantage, given the Institute's regional mandate and bilingual working environment.

• Knowledge of another official United Nations language will be an additional advantage.

 

D. Computer Skills

Candidates must demonstrate proficiency in Microsoft Office applications, particularly Word, Excel, Outlook and PowerPoint.

Familiarity with electronic records-management systems, spreadsheets for procurement and inventory tracking, databases and digital administrative systems is desirable.

 

5. REQUIRED COMPETENCIES

Candidates should demonstrate the following competencies:

 

A. Professionalism

Demonstrates knowledge of administrative, human resources and procurement support functions; applies sound judgment; maintains accuracy; and carries out assigned duties in accordance with established rules and procedures.

 

B. Planning and Organizing

Organizes and prioritizes work effectively, manages competing deadlines, maintains reliable tracking systems and ensures the timely completion of assigned tasks.

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C. Accountability and Integrity

Takes responsibility for assigned duties, respects delegated authority, maintains accurate records and demonstrates honesty, impartiality and responsible stewardship of institutional resources.

 

D. Procurement and Compliance Awareness

Understands the importance of transparency, competition, fairness, confidentiality, value for money and compliance with applicable procurement and financial procedures.

 

E. Communication

Communicates clearly and professionally in writing and orally, prepares accurate documentation and maintains effective working relationships with colleagues, suppliers and other stakeholders.

 

F. Teamwork and Interpersonal Skills

Works collaboratively with colleagues across functional areas and demonstrates respect for cultural, linguistic and professional diversity.

 

G. Confidentiality and Discretion

Handles personnel records, procurement documents, supplier information and other sensitive institutional information with the highest level of discretion.

 

H. Technological Awareness

Uses office software and digital systems effectively to maintain records, prepare reports, monitor deadlines and support efficient administrative processes.

 

6. CORE VALUES AND PROFESSIONAL CONDUCT

The successful candidate will be expected to uphold the principles of integrity, professionalism, accountability, impartiality, respect for diversity and service excellence.

 

The incumbent must demonstrate commitment to UNAFRI's mandate, exercise discretion in handling confidential information and avoid actual, potential or perceived conflicts of interest.

 

In carrying out procurement responsibilities, the incumbent must maintain impartiality, refrain from accepting improper benefits, protect confidential procurement information and ensure that all activities remain within the limits of delegated authority.

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7. CONDITIONS OF SERVICE

The appointment will be subject to UNAFRI's applicable rules, regulations, policies and administrative procedures.

The remuneration, applicable grade and other conditions of service will be determined by the Institute in accordance with its approved staffing arrangements, available resources and applicable requirements.

 

8. APPLICATION PROCEDURE

Interested and qualified candidates should submit the following documents:

1. A signed cover letter explaining their suitability for the position.

2. A detailed and up-to-date curriculum vitae, including relevant professional experience and contact details.

3. Copies of academic certificates, transcripts where applicable, and relevant professional qualifications.

4. Contact details of at least three professional referees who can attest to the candidate's qualifications, professional competence and work experience.

 

Applications should be submitted electronically to: jobs@unafri.or.ug with the subject line:

Application – Administrative, Human Resources and Procurement Assistant

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Application deadline: 18th November 2026 at 11:59 p.m. East Africa Time

 

Only shortlisted candidates will be contacted. UNAFRI reserves the right to verify information submitted by applicants and to conduct reference checks and other appropriate assessments in accordance with its applicable recruitment procedures.

 

Applications that do not meet the stipulated requirements or are received after the deadline may not be considered.

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9. EQUAL OPPORTUNITY STATEMENT

UNAFRI is committed to fair and transparent recruitment and encourages applications from qualified candidates who meet the requirements of the position.

 

All applications will be assessed on the basis of relevant qualifications, experience, competencies and suitability for the role, in accordance with applicable institutional procedures.

 

United Nations African Institute for the Prevention of Crime and the Treatment of Offenders (UNAFRI)
UNAFRI Secretariat
Naguru, Kampala, Uganda
Official Website: www.unafri.or.ug
Recruitment Contact: jobs@unafri.or.ug