Administrative Assistant

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Application deadline 1 year ago: Tuesday 10 Jan 2023 at 23:59 UTC

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Contract

This is a SB-2 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-2 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 Europe and Central Asia (ECA) region was established in Istanbul, Turkiye, at the beginning of 2014 as a part of the UN Women’s new regional architecture. Much progress has been made since the establishment, but at the same time, the Regional Office faces high expectations and demands from partners at both regional and country levels as well as from UN Women Field Offices. To this end, UN Women ECA Regional Office (RO) would like to bring on board a procurement-focused Administrative Assistant to provide substantive support to regional office operations and initiatives, particularly in relation to supporting UN Women’s work on programme implementation of the Regional and Programme Offices.

Reporting to the Operations Manager, the Administrative Assistant supports the Office Operations by performing a variety of standard procurement and 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

  • Provide administrative support to processing and facilitating proper documentation management
  • Store, manage, and track documents in a SharePoint database;
  • Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedures;
  • Route documentations from Country Offices to the proper unit for processing, as required.

  • 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 (hotel reservations are mostly under traveler responsibility), prepare travel authorizations, process requests for visas (guidance), identity cards and other documents , collect information for DSA, as required;
  • Provide administrative support to conferences, workshops, retreats;
  • Provide administrative support to property management;
  • Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
  • Monitor GST for requests/return/approvals

  • Provide procurement process coordination for the office and Region

  • Preparation of Purchase orders and contracts in Quantum, and create vendor profiles in Quantum
  • Support creation of RFQ,RFP, ITB in Quantum
  • When needed support on micro-purchase processes
  • Support preparation of submissions to the Procurement Review Committee (PRC), as necessary.

  • 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

Key Performance Indicators:

  • Adherence to UN Women rules and regulations;
  • Timely and quality procurement services;
  • Quality support to conferences and events;
  • Quality organization of files and reports; timely routing of documents;
  • 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 or Public Administration or related fields is an asset.
  • CIPS certification is a considerable asset.

Experience:

General experience

  • At least 4 years experience with secondary degree or 1 year experience with bachelor`s degree in administration, procurement
  • 1 year experience working in procurement, administration and travel is required.
  • Knowledge of United Nations procurement principles is an asset.
  • Experience in UN policies and procedures is an asset.

Online related experience

  • Experience in (online) e-procurement systems is an asset.
  • Experience in the use of Quantum or similar ERP systems is an asset.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)

Language Requirements:

  • Fluency in English and Turkish 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.)

Added 1 year ago - Updated 1 year ago - Source: jobs.undp.org