Administrative Associate - UN Women

Background

The UN Women grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. 

It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Under the guidance and oversight of the supervisor, the Administrative Associate is responsible for performing a variety of administrative tasks and services for the Regional Office ensuring timeliness, accuracy and compliance with UNW rules, regulations, processes and procedures and promotes a client, quality and results oriented approach.

The Administrative Associate works in close collaboration with the Finance Associate in the location as well as with operations, program and other teams in the office and ESAR to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

Administrative support services;

• Support to the administration of procurement and asset management services;
• Facilitation of knowledge building and knowledge sharing.
• Administrative support services
• Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements);
• Liaise with UNDP and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements;
• Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Arrange and oversee building maintenance, movement and repair of furniture and other assets;
• Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.
• Support to the administration of procurement and asset management services
• Reviews procurement request and initiate procurement procedures, administer receipt of quotations, bids or proposals ensuring accuracy of information/data and compliance with UNW regulations, rules, policies and procedures;
• Prepare purchase orders and contracts in and outside Atlas and ensure timely dispatched of purchase orders;
• Create and maintain vendor profiles in Atlas;
• Perform buyer role in Atlas for goods and services;
• Timely corrective actions on POs with budget check errors and other problems;
• Process payment of contracts and agreements with the required support documentation and certifications;
• Provision of information for preparation of cost-recovery bills in Atlas as required.
• Support to knowledge building and knowledge sharing
• Participation in the organization of training for the office staff on program and operations related issues;
• Contribute to the collection and sharing of best practices in program and financial services and administration to support training of administrative staff.

Competencies

Core values/Guiding Principles:

Integrity

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;

Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core competencies:

Ethics and Values

Demonstrate and safeguard ethics and integrity.

Organizational Awareness

Demonstrate corporate knowledge and sound judgment.

Development and Innovation

Take charge of self-development and take initiative.

Work in teams

Demonstrate ability to work in a multicultural, multi ethnic environment; and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing

Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing

Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making

Demonstrate informed and transparent decision making.

Functional competencies:

Ability to perform a broad range of administrative activities related to operations resources management and services;

Ability to extract, analyze data and resolve operational problems;

Focuses on result for the client and responds positively to feedback;

Good organizational skills;

Ability to research, select relevant information and maintain accurate records and data base;

Knowledge of administrative rules and regulations;

Good application skills of IT tools and management systems;

Knowledge of spreadsheet and database packages.

Required Skills and Experience

Education:           

Completion of Secondary education is required;

First University Degree in Business or Public Administration or Social Sciences is desirable but not a requirement.

Experience:

Minimum of 6 years of experience in administration in a large corporation or organization is required;

Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

Language Requirements:             

Written and oral proficiency in English.

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