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.

Salary

The salary for this job should be more than 1,641 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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 Ukraine, UN Women is committed to delivering results across strategic priorities, exercising its triple mandate encompassing normative support, UN system coordination, and operational activities to mobilize urgent and sustained action to achieve gender equality and the empowerment of all women and girls. UN Women has long been actively supporting local priority areas in Ukraine from increased political participation to gender mainstreaming in public policy, and economic development.

Since the start of the Russian full-scale military invasion, Ukraine has rapidly emerged as one of the world’s most complex emergencies. Women are disproportionally affected by the multi-sectoral and compounded impact of the crisis. Women constitute the majority of those displaced within and outside of the country, and they face significantly increased safety and protection risks. Incidents of gender-based violence (GBV), particularly domestic violence and conflict-related sexual violence (CRSV), including trafficking in persons for sexual purposes have drastically increased. There have been reports of war crimes perpetrated against civilians, including the use of sexual violence as a weapon of war.

On 3 May, 2022, Ms. Pramila Patten, the UN Secretary-General’s Special Representative on Sexual Violence in Conflict, and Ms. Olha Stefanishyna, Ukraine’s Deputy Prime Minister for European and Euro-Atlantic Integration, signed a Framework of Cooperation between the Government of Ukraine and the United Nations on the prevention and response to conflict-related sexual violence, that supports the design and delivery of priority interventions in the areas of justice and accountability as a central pillar of deterrence and prevention. The agreement also addresses comprehensive service provision for survivors, including sexual and reproductive health services, medical and specialized mental health services, legal assistance, and livelihood support. To implement the Framework of Cooperation in coordinated way, the Government has created a thematic Working Group on preventing and response to CRSV under the Commission on Coordination of Activities of Central Executive Bodies on Equal Rights and Opportunities of Women and Men.

UN Women has worked closely together with government counterparts and the UNCT to support the development of an Implementation Plan for the Framework of Cooperation (FoC), which was adopted by the Government of Ukraine in September 2022. Under this plan, UN Women has committed to closely collaborating with Ukrainian authorities along with other UN entities, women civil society organizations and other relevant partners to support national CRSV prevention and support efforts. Drawing on the organization’s comparative advantage and its experience in working across the Humanitarian-Peace-Development Nexus, UN Women will support these efforts with a structural approach aiming to address root causes of conflict and gender-based violence, including CRSV; survivors’ access to services and justice; and security sector institutional capacities, amongst others. UN Women also applies a survivor-centered approach to its work as well as a strong Women, Peace and Security lens focused on promoting women’s meaningful participation and leadership in all peace efforts, including CRSV prevention and response.

UN Women, jointly with UNFPA, UNDP, UNODC, IOM and WHO has developed a comprehensive joint project under the UN Action (against Sexual Violence in Conflict) umbrella to further the implementation of the FoC on prevention and response to conflict-related sexual violence. UN Women’s main objectives under this joint project are to:

1. To mitigate the vulnerabilities of women and girls in Ukraine that increase the risk of trafficking for the sexual purposes
2. Increase the capacity of women’s CSOs and other community-based structures to raise awareness on CRSV, providing basic legal information and do referrals to qualified service providers
3. Enhance the capacity of local government authorities, police and State Emergency Service (SES) on prevention and basic, survivor-centric response to GBV, including CRSV, at community level in accessible conflict-affected areas

Given the cross-cutting nature of the work on CRSV prevention and response and its operational implications, under the supervision of the Operations Manager, the Administrative Assistant supports the respective 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, particularly the UN Action project team, and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

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

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

• Provide administrative support to office and assets management

• Support Procurement Case Manager or Buyer in preparation of POs by submitting full set of necessary supporting documents;
• Supporting Procurement Case Manager in the procurement processes including helping with the preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• Maintain records on assets management and prepare required reports;
• Maintain files and records relevant to office premises and related maintenance;

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required.

• 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

• 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 ERP system is an asset.

Language Requirements:

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

UN Women Personal History Form (P11) must be completed and attached as part of the online application - https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.unwomen.org%2Fsites%2Fdefault%2Ffiles%2FHeadquarters%2FAttachments%2FSections%2FAbout%2520Us%2FEmployment%2FUN-Women-P11-Personal-History-Form.doc&wdOrigin=BROWSELINK

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).