Administrative Associate at UN Women

Summary of Key Functions: 

• Support implementation of operational strategies;
• Provision of administrative and logistical support;
• Support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.

Support implementation of operational strategies:

• Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
• Provision of inputs to the RO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Arrange the logistics of the RO’s Operations oversight or monthly meetings, including booking conference rooms, and also recording minutes of the meetings and monitor follow up activities, as requested;
• Coordinate oversight meetings and act as Secretary during the meetings;
• Support to audit preparation;
• Coordinate the tracking of requests received from Regional and Country Office and provide update on progress or action already taken;
• Provide analysis of the services sent for approval via the SharePoint;
• Provision of inputs to the preparation and implementation of administrative team results-oriented work plans.

Provision of administrative, travel and logistical support:

• Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements);
• Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel;
• Train staff in the processing of travel documents in line with procedures, rules and regulations and in the administration of documentation;
• Review F10 supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
• Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent);
• 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;
• Administrative support to conferences, workshops, retreats;
• Maintenance of the filing system ensuring safekeeping of confidential materials.

Support to office maintenance and assets management:

• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of records on assets management and preparation of required reports;
• Provision of support to maintenance of premises and common services;
• Maintenance of files and records relevant to office premises and related maintenance.

Support to knowledge building and knowledge sharing:

• Provision of necessary administrative support for effective knowledge management and sharing within the Unit;
• Participation in the training for the operations/projects staff on administration;
• Sound contributions to knowledge networks and communities of practice.

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 administer and execute administrative processes and transactions;
• Ability to extract, interpret, analyze data and resolve operational problems;
• Ability to perform work of confidential nature and handle a large volume of work;
• Ability to support a team and team building skills;
• Good knowledge of administrative rules and regulations;
• Strong IT skills;
• Focuses on result for the client and responds positively to feedback;
• Ability to handle web-based management systems;
• Attention to detail;
• Excellent knowledge of office software packages.

Education:      

• Completion of secondary Education;
• Undergraduate degree in Business Administration or related fields is highly desirable.

Experience:     

• 6 years of relevant experience in administration, procurement, HR, or logistic support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:        

• Fluency in English is required. Knowledge of official national language is essential.