Administrative Assistant (Procurement)
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 - in partnership with the International Labour Organization (ILO) and European Commission - is proposing the regional programme “Win-Win: Gender Equality Means Good Business” to contribute to the economic empowerment of women, recognizing them as beneficiaries and partners of growth and development, by increasing commitment of private companies to gender equality and women´s empowerment and strengthening companies’ capacities to implement these commitments. The action will ultimately contribute to the achievement of gender equality through enabling women’s labour force participation, entrepreneurship, economic empowerment and thus their full and equal participation in society. The programme will be implemented in 6 Latin American and Caribbean countries: Argentina, Brazil, Chile, Costa Rica, Jamaica and Uruguay. It will also have a regional component under the responsibility of the UN Women Brazil Country Office.
Under the guidance and supervision of the Regional Programme Officer, the Administrative Assistant supports the Regional Programme Win-Win: Gender Equality Means Good Business, by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.
Duties and Responsibilities
1. Provide general administrative and logistical support to the regional project in accordance with UN Women rules, regulations, policies, and strategies
- Coordinate shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent), as required;
- Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards, and other documents for the Brazilian and Regional Components, collect of information for DSA, travel agencies and other administrative surveys;
- Provide administrative support for the organization of conferences, workshops, training, technical meetings, seminars, among others, including arrangements related to travel, transportation and national and international lodging for the Brazilian and Regional Components;
- Provide administrative support to property management;
- Maintain filing system ensuring safekeeping of confidential materials
2. 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 preparation of required reports.
- Maintain files and records relevant to office premises and related maintenance;
- Perform Buyer role in Atlas and prepare Purchase Orders (POs) for procurement and travel activities of all programme countries;
- Provide simple administrate support to procurement processes including micro-purchasing for the Brazilian and Regional Components;
- Provide administrative support to the Programme Analyst in the dialogue with Joint Operations Facility (JOF) for preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals and their preliminary evaluation. Prepare POs and create vendors;
- Liaise with local UNDP for provision of common services and take required actions Support to organization of common services for the Brazilian and Regional Components;
3. 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 the implementation of Human Resources services with full compliance with HR rules, regulations, policies and strategies when required;
4. Provide administrative support to knowledge building and knowledge sharing
- Participate in the training for the operations/projects staff on Finance;
- Contribute and facilitate contributions to knowledge networks and communities of practice;
Key Performance Indicators
- Adherence to UN Women rules and regulations;
- Quality support to conferences and events;
- Quality organization of files and reports;
- Timely support to team.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Ability to administer and execute administrative processes and transactions;
- Ability to extract, interpret, analyze data and resolve operational problems;
- Ability to perform work of confidential nature and handle a large volume of work;
- Ability to support a team and team building skills;
- Good knowledge of administrative rules and regulations;
- Good IT skills and web based management skills;
- Focuses on result for the client and responds positively to feedback;
- Attention to detail;
- Excellent knowledge of office software packages.
Required Skills and Experience
- Completion of secondary education is required.
- Bachelor´s degree in Finance, Accounting, Business Administration, Social Sciences or related fields is an asset.
- At least 5 years of relevant experience in administration, procurement, HR, or logistic support service for cooperation and/or development projects in the national or international level;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Previous experience with Procurement activities is an asset;
- Knowledge and familiarity with UN-Women’s ERP system (Atlas) is an asset.
- Certification in Procurement is an asset.
- Fluency in Spanish and English is required.
- Working knowledge of Portuguese is an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
In accordance with Staff Rule 4.7, posts in the General Service (GS) and National Officer (NO) categories are subject to local recruitment. GS and NO posts shall be filled, as far as possible, by persons recruited within the country and residing within commuting distance of each office.
National Officers must hold citizenship of the country in which the duty station for which they are recruited is located. If an applicant for a GS or NO position has dual nationality and is selected for the post, the nationality of the country where the position is established will be recognized for the purposes of the UN.
***For this position the candidate must have Brazilian Nationality.