Administrative Associate

Contract

This is a GS-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about GS-7 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, 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.

Reporting to Regional Operations Manager, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme, and projects staff team to ensure consistent service delivery and to resolve complex administration-related issues and information delivery.

Duties and Responsibilities

Prove general administration and operations support to the ROAS in compliance with UN Women rules, regulations, policies, and strategies

• Prepare a work plan for the administrative team;
• Coordinate and supervise administrative support staff in the ROAS;
• Coordinate and supervise shipments, Government taxes, and customs clearance arrangements;
• Coordinate and supervise travel arrangements, performing the role of Travel Focal Point and Travel Processor in the ICF;
• Coordinate and facilitate the organization of conferences, workshops, and retreats;
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
• Manage and improve the filing system ensuring the safekeeping of confidential materials.

Coordinate and organize assets management and procurement processes

• Manage office stationery supplies including maintenance of stock list of stationery, distribution of stationery, and keeping a log of distribution;
• Coordinate assets management in the office, prepare and submit periodic inventory reports, and coordinate physical verification of inventory items;
• Perform the role of petty cash custodian;
• Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation;
• Generate procurement related reports; research and draft responses to enquiries;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services;
• Organize and manage procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, and the opening and evaluation of tenders;
• Coordinate contract negotiations, and prepare request for an award of contract for the review and approval of relevant authorities, as required;
• Coordinate and supervise the preparation of Purchase Orders (PO) and contracts in and outside Quantum; ensure accuracy of POs;
• Review of procurement processes conducted by the unit; submissions to the Regional Procurement Review Committee (RPRC);
• Perform the Secretariat role for the RPRC;
• Administer and establish Long Term Agreements (LTAs) with UN Joint Teams;
• Premises management, ensuring compliance with relevant policies and procedures.

Provide administrative support to knowledge-building and knowledge sharing

• Organize training for the operations/ projects staff on administrative-related matters;
• Compile lessons learned and best practices in administration, procurement, and human resources;
• Brief staff members on general administrative matters; provide advice and administration support.

Key Performance Indicators

• Adherence to UN Women rules and regulations;
• Timely and quality procurement services;
• Perform duties in a transparent and cost-effective manner;
• Provide timely and quality advice to clients;
• Timely and quality reports.

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.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies:

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Excellent knowledge of administrative rules and regulations;
• Excellent IT and web-based management skills;
• Ability to extract and interpret data.

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 7 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 Arabic is required;
• Knowledge of the other UN official working language is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

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.)