Admin Job At UN Women

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Administrative and Programme Support Assistant – UN Women

Scope of Work

The successful candidate will provide comprehensive administrative, programme, travel, procurement, and coordination support to the UN Women Regional Office. The role requires strong organizational skills, attention to detail, confidentiality, and the ability to manage several administrative processes and priorities efficiently. The position will support the Regional Office in ensuring that meetings, workshops, missions, programmes, travel arrangements, procurement activities, documentation, and other office operations are properly coordinated and completed on time.

1. Administration Support to the Regional Office

The role will provide day-to-day administrative assistance to the Regional Office and support the smooth coordination of office activities.

Key responsibilities will include:

1. Organizing and coordinating logistical, administrative, and financial arrangements for meetings, workshops, events, and missions.

2. Supporting the planning and preparation of office activities by ensuring that the required administrative arrangements are completed within the appropriate timelines.

3. Monitoring office stationery supplies and maintaining an up-to-date stationery stock list.

4. Managing the distribution of stationery and maintaining accurate records and logs showing items issued to staff and teams.

5. Managing the UN Women Deputy Regional Director’s calendar, including scheduling appointments, meetings, and other official engagements.

6. Coordinating with the Executive Associate to support the Regional Director with administrative processes and ensuring timely follow-up on priority actions when required.

7. Providing administrative support related to the maintenance of office premises and common services as necessary.

8. Maintaining the electronic filing system and ensuring that confidential materials and documents are properly stored and safeguarded.

The position will require the ability to organize information accurately and maintain effective administrative systems that allow documents, correspondence, schedules, and other office records to be easily accessed when required.

2. Programme Support to the Regional Office

The successful candidate will also provide administrative support to programme-related activities and assist teams with the preparation and organization of programme information.

Responsibilities will include:

1. Providing administrative assistance in the preparation of programme work plans, budgets, and proposals relating to programme implementation arrangements.

2. Conducting research and compiling relevant data and information to support the preparation of documents, guidelines, position papers, and responses to enquiries.

3. Preparing briefing materials, PowerPoint presentations, public information materials, and briefing packets as required.

4. Supporting the preparation of information required for audits of programmes and projects.

5. Assisting with the implementation and follow-up of audit recommendations.

6. Creating requisitions in Quantum and registering goods receipts in the system.

7. Assisting with the preparation and follow-up of cost-recovery bills in Quantum.

8. Coordinating and collaborating with the Regional Director’s office in relation to events, meetings, and other activities.

The role will therefore involve working with programme information, maintaining accurate records, supporting documentation processes, and assisting programme teams with administrative requirements.

3. Travel and Procurement Coordination

A key part of the position will involve supporting travel and procurement processes for the Regional Office.

The responsibilities will include:

1. Making travel arrangements for the Deputy Regional Director, Programme Teams, and Operations Teams.

2. Processing travel authorizations, requisitions, claims, and other documentation related to official travel.

3. Reviewing and processing travel-related transactions, including Travel Requests (TRs), Purchase Orders (POs), and other transactions in Quantum and Unall.

4. Organizing travel arrangements such as flight bookings, accommodation, and ground transportation.

5. Ensuring that travel arrangements comply with applicable UN Women travel policies.

6. Maintaining a database containing information on travel costs and expenses associated with different office missions.

7. Reviewing procurement processes conducted by programme teams and submissions made to the Procurement Review Committee.

8. Providing inputs into the preparation of procurement plans for the office.

9. Monitoring the implementation of procurement plans and following up on relevant activities.

10. Supporting the procurement unit in preparing and conducting Requests for Quotations, Invitations to Bid, and Requests for Proposals.

11. Supporting the opening and evaluation of tenders as required.

Effective coordination will be important in ensuring that travel and procurement activities are properly documented, processed, and followed up within the required timelines.

4. Knowledge Building and Knowledge Sharing

The position will also contribute to knowledge management within the Regional Office.

Key responsibilities will include:

1. Providing administrative support in the synthesis of lessons learned from programme implementation.

2. Supporting the documentation and sharing of best practices related to programme implementation.

3. Building knowledge and experience in administrative and operational support processes.

4. Sharing relevant knowledge and experience with colleagues to support effective administrative and programme operations.

The incumbent may also be required to perform other duties that fall within the functional profile of the position and that are considered necessary for the efficient functioning of the Office and the Organization.

Competencies

The successful candidate should demonstrate the values and competencies expected within UN Women.

Core Values

• Integrity

• Professionalism

• Respect for Diversity

Core Competencies

The candidate should demonstrate:

• Awareness and sensitivity regarding gender issues.

• Accountability in carrying out assigned responsibilities.

• Creative problem-solving skills.

• Effective written and verbal communication.

• Inclusive collaboration with colleagues and stakeholders.

• Ability to engage effectively with stakeholders.

• Ability to lead by example.

Functional Competencies

The position requires the ability to administer and execute administrative processes and transactions accurately and efficiently. The candidate should also be capable of handling confidential information and managing a large volume of work while maintaining accuracy and professionalism.

Other functional competencies include:

1. Ability to manage data, documents, correspondence, reports, and workflows effectively.

2. Strong knowledge of administrative rules and regulations.

3. Strong IT and web-based management skills.

4. Ability to extract, organize, and interpret data.

5. Ability to maintain accurate administrative and programme records.

6. Ability to coordinate several activities and follow up on outstanding actions.

Minimum Qualifications

Education and Certification

Completion of secondary education is required for the position.

A Bachelor’s degree in Gender Studies, Development, Business Administration, or a related field is desirable.

Experience

Applicants should have at least six years of progressively responsible experience in administration or programme management and support.

Experience in working within a computer-based environment and using multiple office software packages is required. The candidate should also have experience supporting a team and handling administrative processes.

Experience using a modern web-based Enterprise Resource Planning (ERP) system, preferably Oracle Cloud, is desirable.

Previous experience working within the UN system or an international organization will be considered an asset.

Language Requirements

Fluency in English is required.

Knowledge of another official United Nations language is desirable. These languages include French, Arabic, Chinese, Russian, and Spanish.

Summary

This position is focused on providing reliable administrative and programme support to the UN Women Regional Office. The successful candidate will assist with office administration, programme activities, travel arrangements, procurement processes, documentation, reporting, meetings, events, and knowledge sharing.

The role requires someone who can manage confidential information, organize multiple tasks, maintain accurate records, support senior staff, coordinate with different teams, and follow established administrative and operational procedures. Strong communication, IT, organizational, data management, and coordination skills will be important in carrying out the responsibilities effectively.

The position also requires a strong commitment to integrity, professionalism, respect for diversity, accountability, inclusive collaboration, and effective communication. The successful candidate will contribute to the efficient functioning of the Regional Office by ensuring that administrative and programme support activities are properly coordinated, documented, and followed up.

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