Administrative Assistant

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.

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

UN Women East and Southern Africa Regional Office (ESARO) is seeking services of an Administrative Assistant to strengthen the operations capacity and support the finance, administrative, and security compliance functions of the Regional Office to ensure that UN Women achieves its commitments. The volunteer will support the Operations Unit by performing a variety of standard finance and administrative processes, ensuring high quality and accuracy of work. The Administrative Assistant will promote a client, quality and results-oriented approach.

Under the direct supervision of the Operations Manager, the UN Volunteer will provide support to UN Women Regional Office in the administration and implementation of regulations, rules, policies, strategies and guidelines regarding procurement, ensuring effectiveness and efficiency, integrity, transparency and quality of service.

The scope of the assignment is to provide finance and administration support for the UN Women Regional Office focusing on following tasks:

• Support travel management and office logistics;
• Maintain a database on travel costs and expenses for the different office missions undertaken to assist finance in budgeting for travel;
• Review travel documentation, verify F10 claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
• Respond timely to queries from a variety of sources by providing information, advice and provide guidance on rules and regulations related to travel or direct to the most appropriate source;
• Support with the review of billing for common services operations, partnerships and coordination with other UN agencies;
• Process invoices related to office building services (utilities and contractors);
• Arrange the logistics of the Operations Unit’s oversight or monthly meetings, including booking conference rooms, and recording minutes of the meetings and monitor follow up activities, as requested;
• Database and record management – Organize physical files, regularly upload, manage, and track travel and admin documents in the SharePoint.
• Analyse performance data, track and report on operations service delivery;
• Support the Operations Manager in the management, updating and implementation of the BCP (Business Continuity Plan);
• Provide administrative support in collecting, updating and communicating information regarding UN security compliance
• Maintain the office security plans, including updating security staff lists;
• Assist the Operations Manager in implementing security measures as per the UN Safety and Security guidelines;
• Report to the Security Focal Point security incidents affecting UN-Women personnel, offices and assets, as appropriate.
• Any other operations related tasks as requested by the supervisor.

Qualifications/Requirements

Required degree level:

Bachelor degree or equivalent

Education - Additional Comments:

• University degree in Business or Public Administration or any other related field

Required experience:

60 Months

Experience remark:

• At least 5 years of experience providing general operations and administrative support with a national / international organization.
• Solid experience in travel / logistical arrangements at the National or International level.
• Knowledge of UN financial rules and regulations would be preferable
• Excellent computer skills in MS Word and Excel. Demonstratable knowledge and experience working with web-based systems such as ATLAS will be an added advantage

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement

Functional Competencies:

• Ability to perform a broad range of administrative activities related to operations resources management and services;
• Ability to extract, analyse data and resolve operational problems;
• Focuses on result for the client and responds positively to feedback;
• Good organizational and writing skills;
• Ability to research, select relevant information and maintain accurate records and data base;
• Knowledge of administrative rules and regulations;
• Good application skills of IT tools and management systems;
• Knowledge of spreadsheet and database packages

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise:

Administration and administrative assistance

Driving license:

No

Competencies values:

Accountability, Integrity, Professionalism, Respect for Diversity

Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections

of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink.

Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at

https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to

apply.

Application deadline: 05 January 2021