Post Job Free


Sign in

Administrative Assistant United Nations

Kigali, Rwanda
April 28, 2023

Contact this candidate


Name James Mangwende

Contact Mobile Number +263-*********

Languages English and Shona

E-mail address

(RCU)Reformed Church University

Bachelor of Commerce Honours Degree in Public Administration .Overall Grade: (1) Distinction.

(ITCC) International Technical Commercial College

National Diploma in Records and Information Management Science

ALISON (Advanced Learning Interactive Systems Online)

Diploma in Operations Management

ALISON (Advanced Learning Interactive Systems Online)

Diploma in Project Management

ALISON (Advanced Learning Interactive Systems Online)

Diploma in customer Service.

ALISON (Advanced Learning Interactive Systems Online)

Diploma in Human Resources.

ALISON (Advanced Learning Interactive Systems Online)

Certificate in Fundamentals of Human Computer Information Retrieval.

World Links Zimbabwe

ICDL International Computer Driving Licence Start Certificate)


Financial Modelling in Excel (Advanced Techniques Certificate)

United Nations Certificates

Integrated Document Management Solution (IDocs),

United to Respect: Preventing sexual harassment and other prohibited conduct for all personnel

Ethics and Integrity

Information Security Awareness Course

ASRH in Humanitarian Settings

Prevention of Sexual Exploitation and Abuse (PSEA)


Fraud and Corruption Awareness and Prevention

Results Based Management 4: Evidence-based Programme Planning for Results

Working Together Harmoniously

Results Based Management 4: Evidence-based Programme Planning for Results

ICPD 4 Governance and Accountability

A public administration graduate with drive and initiative, thorough attention to detail, excellent time management and task prioritization skills, as well as good research skills that will help me while contributing to organizational development by using my knowledge and my 17 years of progressive experience in administration and records and information management. Seeking an administrative position in a globally competitive organization with plenty of room for professional development and advancement. Committed to performing all tasks with the highest level of professionalism and competence.

Professionalism: Knowledge can analyse and articulate the information management requirements of complex situations. The ability to work under extreme pressure, on occasion in a high-stress environment (e.g., civil strife, natural disasters) and demonstrated problem-solving abilities are hallmarks of professionalism.

Communication: Have excellent communication and training (spoken and written) skills, including the ability to convey complex information management concepts and recommendations to staff at all levels, both orally and in writing, in a clear, concise style that can be readily understood by non-information management practitioners.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; places team agenda before personal agenda, supports and acts in accordance with the final group decision.

Client Orientation: Considers all those to whom services is provided to be "clients" and seeks to see things from the clients’ point of view; designs solutions and bases recommendations on the principles of usability; keeps clients informed of progress or setbacks in projects.

Accountability: Takes ownership of all responsibilities and honours commitments; operates in compliance with organizational regulations and rules; supports subordinates and peers; provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Time Management: I can work under limited direction to improve and enhance processes and practices, and achieve high quality results by taking a shared responsibility for setting priorities, organising workloads and meeting prescribed or self-imposed deadlines in a team environment.

Planning and Organizing: I am able to establish clear goals that are consistent with agreed-upon strategies; identify priority activities and assignments; adjust priorities as needed; allot an adequate amount of time and resources for completing work; anticipate risks and allow for contingencies when planning; monitor and adjust plans and actions as needed.

Technology: I have the skills to maintain current knowledge of available technology; recognize technology's applicability and limitations in office work; actively seek to apply technology to appropriate tasks; and demonstrate a willingness to learn new technology. I have the appreciation of various computer packages, such as the Microsoft package, ATLAS and Quantum.

Leadership: I have the ability to serve as a role model for others to emulate; empower others to translate vision into results; am proactive in developing strategies to achieve goals; establishes and maintains relationships with a diverse range of people.

Professional Experience Registry Clerk/Program and Administrative Assistant

United Nations Population Fund (UNFPA) Zimbabwe

2017- to Present


Office Administrative support, Procurement of goods and services

Facilitate the achievement of the objectives of UNFPA by providing sound and timely advice to the Senior Management on matters pertaining to administration and records management.

Exceeded administrative support goals by providing constant and consistent clerical support to the departments across UNFPA by constantly examine administrative effectiveness and seeks better procedures.

Assist in the competitive procurement process for selecting, awarding, and issuing local contracts in line with UN regulations, rules, and procedures by chairing the bid opening committee, including writing reports.

Prepare requests for procurement of program goods, services, and monitor the quality and timeliness of goods and services delivered to the office.

Processing of Purchase orders in the Atlas and Review open Purchase Orders as part of dashboard cleaning.

Assist Implementing Partners and suppliers in compiling vendor information for registration in the system as well as liaising with the vendor portal.

Assist in the preparation of the administrative budget requirements for the office.

Monitor stationery issuance and prepare stationery-ordering requests for the office.

Processing of requests for payments.

Oversee storage of materials, equipment and dispatching materials and equipment.

Provide assistance on functioning of IT machines.

Process local, regional and international travel for UNFPA and Implementing/stakeholders

Assist in VAT documents retrieval and preparation.

Records, Information management, Data Analysis, and documentation

Managed to balance and mitigate various records management risks in accordance with departmental approaches and strategies, such as advising divisional leaders on records management risks within their business areas and collaborating to provide workable solutions that balance local business needs with records management needs without jeopardizing Records Management policy requirements.

Demonstrated a high level of initiative by stablishing a retention and disposal schedules. Ensured that the records management system is, managed, maintained and accessible in accordance with legislative obligations, through opening, capturing, registering, distributing, indexing, filing, monitoring data entries, amendments and deletions for file registrations, distribution, storage, retrieval and disposal in a timely and accurate manner.

Identified and developed appropriate Information Governance structures in conjunction with stakeholders and ensures there is accountability for Records Management risks and issues and these are fully visible, oversees Records Management policy to ensure that issues raised by stakeholders are elevated to an appropriate level and inform future planning considerations.

Contributed to the creation and sharing of knowledge by documenting findings and lessons learned, success stories and best practices, strategies and approaches of the programmes.

Identified gaps and awareness of overlaps between different compliance regimes and managed any residual risks or competing requirements, oversees a rigid structure for reporting loss of records and ensures collaboration with colleagues to investigate the cause and address any identified failures.

Participated in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff.

Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files

Strategic and Project Management Leadership Planning and Evaluation

Contributed to and supported the development of the sixth, seventh and eighth Country Programme Documents for UNFPA.

Supported the implementation of UNFPA activities and initiatives in collaboration with the relevant programme colleagues and partners.

Participated, provided technical expertise in monitoring and evaluation of programmes, including conducting field monitoring, and support visits and writing evidence-based reports.

Provide logistical and administrative support for meetings, trainings, and workshops, which includes preparation of DSA, travel authorization documentation and fuel requests, etc.

Participate and write minutes/reports for programme meetings, implementing quarterly review meetings, and UNFPA review meetings.

Maintain list of Implementing’s, donors and key stakeholders.

Maintain an updated list of authorized signatories for Implementing Partners

Participate and provide administrative and logistical support to UN Days commemorations, events, and donor visits/meetings.

Support donor and joint monitoring visits

2009- 2017 Registry Clerk

United Nations Population Fund (UNFPA) Zimbabwe


Set up and maintained office filing system in accordance with the UNFPA Global Filing System.

Established and maintained records system of file movements within the office; maintenance of the office circulation and reading files.

Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.

Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.

Registered and dispatched outgoing communications, including pouch, and follow-up distribution. Prepare the summary of enclosure forms and necessary documents and maintains the file on pouches.

Screened and logged incoming correspondence and distributes to the relevant staff. Review correspondence and follow up on urgent and important responses.

Assisted in retrieval of documents and preparation for audits. Includes providing copies of vouchers and correspondence.

Maintained archives, making sure files are properly stored and accessible; safe keeping of documents

Prepared of correspondence and reports related to registry activities

Key Achievements

Achieved optimal levels of vendor data validation and clean up for migration to the new ERP, Quantum that helps businesses overcome operational challenges and increase profits with robust, automated IT solutions.

As a going green committee member, I exhibited sound cost management and control judgment by encouraging the use of soft copies, reducing the amount of paper used

Internal procedures for the movement of mail within the office and mail going outside the office were successfully established, and colleagues who came for detail assignments from Madagascar and Sierra Leone copied the procedures.

2003- 2009 Records and Information Assistant

Ministry or Primary and Secondary Education


Maintained a records management system to ensure effective record keeping practices.

Registration/accessioning of records and documents according to the Records Management Procedure.

Ensured that all letters, reports, and papers correspond to the UN's established standards.

Identifies issues with record classification and processing, achieving results such as: identifying errors in record classification and minutes; registering and processing corrective actions to ensure consistency and accuracy of records.

Circulation of Publications.

Indexing and Classification of documents for later reference.

Distributed files and documents to respective Officers /Departments

Dispatched out-going mail

Assigning records to their proper, physical and intellectual place within the records management system.

Archived permanent and non-permanent records.

Operating the switchboard.

Key Achievements

Integrated an extremely complex filing system, thereby reducing file retrieval time.

1.Ms. Phylis Munyama (Program Analyst)

UNFPA, 1st floor, Block 7

Arundel Office Park, Mt Pleasant, Harare


Mobile Number +263-*********


2.Mr Nhamo Mukute (projects operations specialist)

FAO, Headquarters Viale delle Terme di Caracalla

00153 Rome, Italy

Mobile Number +393*********


3.Ms. Beverley Chihumela (IT Associate)

UNFPA, 1st floor, Block 7

Arundel Office Park Mt Pleasant, Harare


Mobile Number +263-*********









Contact this candidate