Programme Management Support (PMSU) 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 the overall guidance of the Procurement Associate, the Operations Assistant supports the Office Operations by performing a variety of standard procurement and administrative processes ensuring high quality and accuracy of work. The Operations Assistant promotes a client, quality and results-oriented approach.

The Operations Assistant works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex procurement and administration related issues and information delivery.

Duties and Responsibilities

Prove general administration and procurement support to the Regional Office in compliance with UN Women rules, regulations, policies, and strategies

• Prepare work plan for administrative team;
• Coordinate and supervise administrative support staff in the RO;
• Coordinate and supervise shipments and customs clearance arrangements;
• Coordinate and supervise travel arrangements;
• Coordinate and facilitate the organization of conferences, workshops, and retreats;
• Coordinate the building maintenance services; prepare/renew contracts with service providers and monitor service delivery;
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
• Manage and improve filing system ensuring safekeeping of confidential materials;
• Manage fuel supply for official vehicles as well as vehicles of international staff.

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;
• Provide assistance in the asset management in the office;
• 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, mostly for micro-purchasing, for office and project equipment, supplies and services;
• Organize and manage procurement activities and processes, mostly for micro-purchasing;
• Coordinate contract negotiations, prepare request for 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 Atlas; ensure accuracy of POs;
• Assist in administering and establishing Long Term Agreements (LTAs) with UN Joint Teams.

Ensure efficient networks administration

• Monitor the network connection on a daily basis to ensure stable and responsive network environment;
• Configure network printers and provide user access as required;
• Trouble-shoot and monitor network problems; respond to user needs and questions regarding network access;
• Maintain backup logs; organize off-site storage of backups;
• Maintain measures for business continuity and disaster recovery processes and procedures including backup and restoration of both server and local storage facilities;
• Provide technical support to Local Area Network (LAN) management in accordance with UN Women requirements.

Provide administrative support to knowledge building and knowledge sharing

• Organize trainings for the operations/ projects staff on administrative related matters;
• Compile lessons learnt 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

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 ) combination with 2 additional years of qualifying experience may be accepted in lieu of the advanced university degree

• Master’s degree or equivalent in Administration is an asset

Experience:

• At least 3 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 with UN procedures is an asset;
• Experience in the use of ATLAS is an asset.

Language Requirements:

• Fluency in French is required
• Knowledge of the other UN official working language (english) is an asset.

UN Women Personal History Form (P11) must be completed and attached as part of the online application - https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558

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).