Administrative Assistant

Volunteering

Overview

Support administrative operations and logistics for UN Women in Ukraine

You have:

• Progressively responsible work experience in administration, procurement, or logistic support service.
• Experience in coordinating high-profile events, including logistical arrangements, venue coordination, and stakeholder management.
• Experience with international organizations, preferably within the United Nations system, understanding the protocols and procedures involved is an asset.
• Excellent analytical skills with strong drive for results and capacity to work independently.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

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.

The Administrative Assistant position at UN Women in Ukraine is integral to ensuring the smooth execution of upcoming high-level delegation visit, staff retreat, audit prepration and other related administrative support required for the office. This role includes comprehensive logistical support, including travel arrangements, venue coordination, resource management and reviewing documents completion for the office upcoming audit scheduled in September 2024. Beyond event planning, the Administrative Assistant also fulfills crucial administrative duties essential for day-to-day operations.

The incumbent will be reporting to Operations Manager.

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:

· Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment;

· Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity;

· Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal;

· Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address;

· Access to shared host entity corporate knowledge, training and learning;

· Inclusion of the volunteer in emergency procedures such as evacuations;

· Leave management;

· DSA for official travel, when applicable;

· All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme.

Within the delegated authority and under the supervision of Operations Manager or his/her designated mandated representative(s), the Administrative Assistant will:

Provide general administration and operations support to the Ukraine CO in compliance with UN Women rules, regulations, policies, and strategies

· 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;

· Provide administrative support to maintenance of premises and common services, as needed;

· Maintain filing system ensuring safekeeping of confidential materials, as necessary.

· Providing inputs for preparation of budget, provision of information for audit;

Coordinate and organize procurement processes

· 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;

· Generate procurement related reports; research and draft responses to enquiries;

· Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;

· Supporting organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;

· Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;

· Support Buyer in preparation of POs by submitting full set of necessary supporting documents;

Provide general contract monitoring support to the project implementation in:

· Monitoring the timely submission of deliverables and timely processing of payments under project special service agreements and institutional contracts;

· Regular updating the project main register of contracts and payments;

· Compiling necessary documents for hiring of new or amending contracts of current consultants or companies;

· Gathering necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass forms, vouchers

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

· Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);

· Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;

· Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.

· Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;

· Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;

· Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

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/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

progressively responsible work experience in administration, procurement, or logistic support service;

· Experience in coordinating high-profile events, including logistical arrangements, venue coordination, and stakeholder management.

· Experience with international organizations, preferably within the United Nations system, understanding the protocols and procedures involved is an asset.

· Excellent analytical skills with strong drive for results and capacity to work independently.

The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1587 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: unv.org