Admin/Programme Assistant

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

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.

UN Women Regional Office for the Arab States (ROAS) works to promote the implementation of the women, peace and security (WPS) agenda as guided by UN Security Council resolutions 1325 and subsequent resolutions. ROAS supports efforts to build sustainable peace through targeted interventions supporting women's engagement and influence in peace processes across the region. This is achieved through direct support to women and to key actors — including mediators and their teams engaged in peace processes in Iraq, Libya, Syria and Yemen. ROAS also supports building the capacity of UN Women country offices on gender-responsive humanitarian action. This includes providing technical advice to country offices on ways to strengthen architecture and accountability on gender equality in humanitarian country teams (HCTs),

Through different regional programmes, ROAS organizes various capacity development and knowledge exchange initiatives that require extensive logistical preparations; including international travel and event management, For this purpose, the UN Women WPS and Humanitarian team would like to bring on board an Administrative Support Assistant to support the organization of key events and to perform a variety of standard administrative tasks.

Reporting to WPS Programme/Finance Associate, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and Projects staff team to ensure consistent service delivery and to resolve complex administration-related issues and information delivery.

Duties and Responsibilities

Provide administrative support to processing and facilitating proper documentation management

• Store, manage, and track documents in a SharePoint database;
• Manage records management procedures and policies including documentation, record retention, and retrieval;
• Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials;
• Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures.

Provide administrative support to travel arrangements and office transportation to the Women, Peace and Security Programme.

• Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
• Arrange travel and hotel arrangements for WPS staff and visitors;

Coordinate assets management in WPS Programme and provide procurement support

• Coordinate assets management in WPS Programme, prepare and submit periodic inventory report;
• Maintain inventory records of WPS Programme;
• Process invoices related to WPS Programme services (utilities and contractors);
• Process micro-purchase procurement requests;
• Provide inputs to the preparation of procurement plans for WPS Programme and monitor their implementation.

Provide administrative support to the organizing of WPS Programme meetings and panels

• Prepare presentation materials;
• Arrange the logistics of WPS Programme meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
• Finalize memoranda, list of participants; and send letters of invitation and other documents;
• Attend meetings, prepare minutes, and monitor follow up activities.

Coordinate and organize administrative Human Resources services for WPS in Arab States programme:

• Assists the programme finance Associate in preparing consultancies TORs, reviewing the recruitment documents and organizing interview panels/desk reviews before sending them to HR for clearance;
• Assists the programme finance Associate in personnel administration for international and national staff as appropriate;
• Assists the programme finance Associate in the staffing/personnel-related reports; research and draft responses to enquiries for clearance by the Operations Manager.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of a confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required;
• Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience:

• At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Language Requirements:

• Fluency in English and Arabic is required.

Application Information:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
• Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment;
• UN Women will only be able to respond to those applications in which there is further interest.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check).

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