Administrative Associate

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 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 direct supervision of the 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. S/he 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

Administer and implement HR strategies and policies in the Somalia Office in full compliance with UN Women rules, regulations, and HR policies and guidelines:

• Provide administrative coordination and support in the extension of contracts, processing of national benefits and allowances, and entitlements, and renewal of UNLPs and visas;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Atlas;
• Assume overall responsibility for leave management; record management;
• Process payment, and administer entitlements for international staff as delegated;
• Validate and coordinate local payroll and related issues;
• Create/update entries of vendors, PO and Receipts in ATLAS system;
• Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification;
• Screen candidates and facilitate, participate and take notes in interview panels as necessary;
• Prepare position establishment, liaise with headquarters and assure that action is completed;
• Provide administrative support to staff performance management and learning and development in full compliance with UN Women rules, regulations, and HR policies and guidelines;
• Facilitate responses to audit findings and recommendations;
• Facilitate the preparation of Office learning plan and individual learning plans and organize training courses in consultation with the CPM and the HR Business Partner.

Provide general administration and operations support to the Somalia Office in compliance with UN Women rules, regulations, policies, and strategies:

• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to maintenance of premises and common services, as needed;
• Support collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Maintain filing system ensuring safekeeping of confidential materials, as necessary;
• Preparation of correspondence on behalf of the Country Programme Manager and Operations Manager for his/her signature and making follow-up when required.

Coordinate and organize assets management and procurement processes:

• Monitor and maintain 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, coordinate physical verification of inventory items;
• Provide inputs to the preparation of procurement plans for the office and monitor 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 procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
• Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
• Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
• Review procurement processes conducted by projects; submissions to the Procurement Review Committee;
• Any other admin tasks assigned by the Country Program Manager or the Operations Manager.

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

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;
• Strong knowledge of administrative rules and regulations;
• Strong 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 or Public Administration or related fields is an asset.

Experience:

• At least 4 years of progressively responsible experience in Human Resources, administration, procurement and 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 Local language is required;
• Knowledge of the other UN official working language is an asset.

Female candidates are highly encouraged to apply.

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.)