Administrative Assistant

Contract

This is a GS-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about GS-5 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 line with its Strategic Plan 2022-2025, UN Women programme office in Serbia works towards selected Development Results in the impact areas of combating violence against women, enhancing gender responsive policy making and budgeting, and supporting the women, peace and security agenda. UN Women is working with different national and UN partners, in the framework of several projects, some of which are ongoing and others expected to be undertaken in the forthcoming period. These include supporting capacity development and strengthening partnership with the Coordination Body for Gender Equality to effectively coordinate and promote accountability for the implementation of gender equality commitments and gender responsive governance; supporting women CSOs in the area of women's economic empowerment and the empowerment of rural women; integrating gender perspective in programming, implementation, monitoring and reporting for IPA programmes; advancing Gender Responsive Policies and Budgeting in Serbia. The Gender Equality Facility Serbia II project supports the Government of the Republic of Serbia in effective implementation of the EU Gender Equality Acquis and the adoption and implementation of the future National Strategy for Gender Equality by contributing to the specific measures of the accompanying National Action Plan for Gender Equality and through support to women's civil society organizations. Regional Programme "Transformative Financing for Gender Equality towards more Transparent, Inclusive and Accountable Governance in Western Balkans" (2020-2024) in Serbia supports the Ministry of Finance, line ministries and National GEM to have knowledge and evidence to make informed budgetary allocation towards gender equality in line with national, international commitments and post recovery of COVID19. Furthermore, the focus will be on developing capacities of local governments to apply GRB tools in their plans and budget including post recovery of COVID19. In the area of violence against women, UN Women is part of the joint project “Integrated Response to Violence against Women in Serbia III”, under which UN Women is working at the level of the Province of Vojvodina. Project “Improved Safety of Women in Serbia” has the focus on ensuring safety of women and girls through strengthened capacities of relevant stakeholders, enhanced legislation, improved institutional and organizational framework, institutional responses, and awareness-raising. UN Women Serbia, through the Regional Programme “Implementing Norms, Changing Minds II” supports CSOs and networks of women civil society organizations and aims at ending gender equality discrimination and violence against women, with a particular focus on the most disadvantaged groups of women. UN Women is also implementing projects in the field of economy of care and empowering women with disabilities. UN Women is implementing project “Safeguarding women and girls in Serbia”, in cooperation with Coordination Body for Gender Equality, Ministry of Labour, Employment, Veteran and Social Affairs and Women CSOs with main goal to transform national and local-level authorities and stakeholders to be more responsive to violence against women and girls, including in public spaces, and to apply internationally validated tools and practices to better address violence against women and girls. Furthermore, UN Women is monitoring UNTF to end Violence against Women grantees in Serbia.

Under the supervision of the Operations Analyst, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

1. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies

• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to property management;
• Maintain filing system ensuring safekeeping of confidential materials.

2. Provide administrative support to office and assets management

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Maintain records on assets management and prepare required reports;
• Maintain files and records relevant to office premises and related maintenance;
• Perform Buyer role in Atlas and prepare Purchase Orders;
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation

3. Provide administrative support to the implementation of Human Resources services

• Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned;
• Maintain staffing lists and reports, as required;
• Perform the duties of Leave Monitor.

4. Provide administrative support to knowledge building and knowledge sharing

• Facilitate trainings for the operations/projects staff on administration.

Key Performance Indicators

• Adherence to UN Women rules and regulations;
• Quality support to conferences and events;
• Quality organization of files and reports;
• Timely support to team.

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

Functional Competencies

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Good IT and web based management skills.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business 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.).
• Experience in the use of ATLAS is an asset.

Language Requirements:

• Fluency in English and Serbin is required.
• Knowledge of the other UN official working language is an asset.

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.)