Administrative and 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. In undertaking its mandate of supporting of promotion and protection of Women's human rights (WHR) in conflict and post conflict situations, UN Women Tunisia Libya Program seeks to advance gender equality in the democratic transition underway in Tunisia Objective of the Assignment: Under the direct supervision of the Operations Analyst, the Administrative and Programme Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative and Programme Associate promotes a client, quality and results-oriented approach. S/he 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. The Administrative and Programme Associate works in close collaboration with the Operations, Programs and projects staff in the office and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

• Provide general administration and operations support to the Tunisia / Libya Program in compliance with UN Women rules, regulations, policies, and strategies
• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
• Provide administrative support to conferences, workshops, retreats;
• Maintain filing system ensuring safekeeping of confidential materials, as necessary;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Review procurement processes conducted by projects; submissions to the Procurement Review Committee.
• Assist in procurement tasks in cooperation with Procurement Associate as assigned by Operations Analyst
• Coordinate and organize administrative Human Resources services
• Create and upload vacancy announcements and organize interview panels;
• Maintain staffing lists and reports;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
• Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
• Compile lessons learnt and best practices in administration, procurement, and human resources.
• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements, including tracking the delivery of funds;
• Provide support to the executing agencies / responsible parties on routine delivery and reporting of programme supported activities and finances;
• Provide support for the audit of programmes/ projects and support implementation of audit recommendations;
• Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
• Create requisitions in Atlas for development projects and register good receipts in Atlas.

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: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdfFunctional Competencies

• Development and Operational Effectiveness
• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills
• Excellent communication skills;
• Excellent organization and planning skills and high attention to detail;
• Good analytical and report writing skills;
• Ability to work under pressure and with tight deadlines.

Required Skills and Experience

Education:

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

Experience:

• At least 2 years of experience in administration or support service or procurement and finance fields;
• Experience in working in a computer environment using multiple office software packages;
• Proven Experience in team work;
• Working with national (governmental and associative) and / or international partners;
• Working with NGO is an asset.

Language Requirements:

• Fluency in Arabic, English French is required
• Working Knowledge in other UN Language is an asset.

Application:

Interested Individual Consultants must submit the following documents/information to demonstrate their qualifications:

• A cover letter with a brief presentation of your consultancy explaining your suitability for the work and link to portfolio of work;
• UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
• Personal CV; and Financial proposal; Proposed inclusive daily rate.

The above-mentioned documents should be merged in a standalone file including all them, since the online application submission does only permit to upload one file per application. Incomplete submission can be a ground for disqualification.

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.)