Administrative Assistant - National ONLY

Overview

Support office operations with administrative and logistical tasks.

You have:

• Completion of secondary education is required.
• Bachelor’s degree in Business Administration or related fields is an asset.
• At least 2 years of progressively responsible experience in administration, procurement, 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.
• Fluency in English and Arabic is required.
• Knowledge of the other UN official working language is an asset.

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. 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

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.
• Create E-req and Atlas receipts
• Provide additional responsibilities as request by direct supervisor

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;
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
• Prepares and reconciles VAT documents for submission and re-imbursement
• Coordinate with UN Agencies on Admin related matters
• Provide additional responsibilities as request by direct supervisor

Provide administrative support to knowledge building and knowledge sharing

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

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 2 years of progressively responsible experience in administration, procurement, 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 Arabic is required.
• Knowledge of the other UN official working language is an asset.

Apply now

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: jobs.undp.org