Administrative & Executive 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.

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 overall guidance of the Deputy Director of Financial Management in Headquarters (HQ) and the daily supervision of the Operations Analyst, the Administrative & Executive Assistant is responsible for providing support in execution of a wide range of financial services and administrative processes in the Country office, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Administrative & Executive Assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

Under the supervision of Operations Analyst and overall guidance of the Country Representative, the UNV Administrative and Executive Assistant will:

• 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.

• 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 • Perform Buyer role in Atlas and prepare Purchase Orders • Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

• Provide administrative support to the implementation of Human Resources services. • Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned • Maintain staffing lists and reports, as required • Perform the duties of Leave Monitor.

• Provide administrative support to knowledge building and knowledge sharing. • Facilitate trainings for the operations/projects staff on administration

• Provide secretarial and administrative support to the UN Women Country Representative: • Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings; • Arrange Country Representative’s travels: initiate travel authorization for approval, reserve flight schedules, identify and book accommodations, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances; • Coordinate Drivers’ distribution by managing the calendar of requests for driving services, submitted by the Country Office personnel • Maintain roster of Country Office contacts; • Organize and attend meetings, prepare minutes and summaries;

Results/expected outputs:

• As an active UN WOMEN team member, efficient, timely, responsive, client-friendly and highquality support rendered to UN WOMEN and its beneficiaries in the accomplishment of her/his functions, including: Effective administration of UN WOMEN Tunisia and Libya Office administrative work as well as Country representative logistics and administration • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

• Professionalism: demonstrated understanding of operations relevant to UN WOMEN; technical capabilities or knowledge relevant or transferrable to UN WOMEN procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

• Integrity: demonstrate the values and ethical standards of the UN and UN WOMEN in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;

• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

• Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UN WOMEN’s mission and vision, as well as to the UN Core Values.

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 Quantum is an asset. •Knowledge of another official United Nations language is desirable

Geography and Climate: Tunisia, the smallest country of the North African coast, with a population of slightly over 10 million of which about 60% live in urban locations, has one of the highest living standards on the continent. Tunis is the capital of the country and the largest city (population of approximately two million in and outside the city proper). As a small country, all destinations within Tunisia can be reached in a day drive. Tunisia borders with Libya (Southeast) and with Algeria (West). Tunisia has a Mediterranean climate. Along the coast of northern Tunisia, summers are hot and dry, and winters are warm and rainy. In the northwest, there is occasional snowfall in the mountains. In southern Tunisia, it is hotter and drier. Southern Tunisia, where the Sahara begins, is semi-desert. In some parts, there are oases with giant palm trees and small market gardens. Religion: About 99 percent of the population is Muslim, especially Sunni Islam, as it is the major and state religion. Tunisia has also a small Christian population, composed of Roman Catholics, members of the Greek Orthodox Church, and French and English Protestants. In addition, there is a small population of Sephardic Jews.

Economy: The country does not have vast stocks of hydrocarbons like its neighbours Algeria and Libya but has prospered under long-standing 24 Mar 2019 Page 1 of 8 Assignment Title Child Protect ion Specialist/ Justice for Children government policies to develop manufacturing, tourism, and agriculture. At the same time, social programs limit population growth, provide a high standard of education, and ensure a relatively decent standard of living for all. The largest percentage of Tunisia’s exports are agricultural and mining products, which generate over 11 billion dollars a year. Tunisia's biggest export partners are France and Italy. Tunisia is a member of the Arab Fund for Economic and Social Development (AFESD), the Arab Monetary Fund, and the Union of the Arab Maghreb (UMA). Public transportation: In addition to the private taxi services, the state runs a reliable and cost effective public transport system. Safety and security: The crime rate is low, but there have been cases of theft. Walking alone during daylight hours is permitted, but you may want to be more careful at night. Tunisia is still undergoing a critical period of democratic and social transition. The heated political debate has, at times, developed into a localized confrontation among ideological opponents. Although these tensions are unrelated to foreigners, it is nevertheless important to remain updated on the political situation. Therefore, security advice is sent systematically by UNDSS.

Working for both Tunisia and Libya from Tunis gives a unique opportunity to work on a complex and evolving situation within a country that has one of the highest living standards in the continent. It provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.