Administration Assistant

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 guiding platform will be the Women’s Empowerment Principles (WEPs). The WEPs are a set of Principles for business offering guidance on how to empower women in the workplace, marketplace and community. Coordinated by UN Women and the UN Global Compact, the Principles emphasize the business case for corporate action to promote gender equality and women's empowerment and are informed by real-life business practices and inputs gathered from across the globe.

Targeting women led enterprises and networks, multi-national companies, and relevant stakeholders in Europe and selected Latin American and Caribbean countries, the project will promote business links, joint ventures and innovation between women from both regions, while supporting inter-regional dialogue and exchange of good practices to increase the capacity of the private sector more broadly in the implementation of gender equal business.

The programme will be implemented in six (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 direct supervision of the National Private Sector Specialist, the Administrative Assistant supports the “Win-Win: Gender Equality Means Good Business” Programme in Argentina by providing a variety of administrative processes to ensure 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 project staff in Argentina and Brazil – where the regional coordination of the programme is based - and with the operations team at UN Women Regional Office for the Americas and the Caribbean based in Panama, to ensure consistent service delivery.

1. Provide general administrative and logistical support to the regional programme at country level

• Support supervisor with the general administrative and logistical activities required for the implementation of the project;
• Receive the correspondence addressed to the project and check that it has the information required for its due processing;
• Draft and prepare notes, reports and minutes of meetings and events as required by the supervisor;
• Support the organization of workshops, conferences, meetings, events, trainings among others (quote of hotels, reservations, catering, travel of participants, transportation, national and international lodging, etc.);
• Support travel processes and the follow-up of the processes until their conclusion – arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents. Collect information for DSA, travel agencies and other administrative surveys;
• Obtain quotations for all the processes of acquisition of goods and services (micro purchasing);
• Organize the necessary documentation for procurement processes;
• Support the selection of consultants;
• Create e-Requisitions in Atlas for the Project, register of goods receipt in Atlas;
• Provide general logistical support;
• Maintain proper filing system of administrative and financial records – hard and soft copies;
• Assist in the follow-up of deadlines, commitments made, and actions taken;
• Carry out, within the framework of the Administrative Assistant experience and technical skills, the activities assigned in support of the management of the project initiatives.

2. Support the management of accounting and financial monitoring services

• Prepare Non-PO and PO vouchers for the Project;
• Follow up on the payment processes, from the gathering of the supporting documentation, preparation, receipt by the supplier /consultant and filing;
• Support the registration of new suppliers / consultants (vendor).
• Generate a database of contacts, suppliers, personnel, and documentation that the Project has and produces;
• Support the project in the monthly reconciliation of expenses, comparing them with the financial reports;

3. Provide administrative support to knowledge building and knowledge sharing

• Contribute to knowledge networks and communities of practice;
• Provide necessary administrative support for effective knowledge management and sharing among project staff.

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
• Excellent networking and interpersonal skills
• Leading by Example
• Awareness and sensitivity Regarding Multi-Cultural Environment

Functional Competencies:

• Ability to provide general administrative and logistical support
• Ability to follow-up on basic financial and accounting processes and transactions;
• Ability to extract, interpret, analyze data and support the solution of 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 IT and web-based management skills;
• Focuses on result for the client and responds positively to feedback;
• Attention to detail.

Education:

• Completion of secondary education is required.
• Technical degree or two years of studies in business administration, finance, accounting or related field at a technical institution or university is required;
• Bachelor’s degree in Finance, Accounting, Business Administration or related field is an asset.

Experience:

• At least two years of experience in general administrative work, finance or accounting is required;
• Experience in the usage of computers and office software packages (MS Word, Excel, Access etc) is required.
• Knowledge of spreadsheet and database packages, experience in handling of web-based management systems is an asset;
• Knowledge of UN Women’s ERP System (Atlas) is an asset.

Language Requirements:

• Fluency in Spanish and English is required. 

Other requirements:

• The person to be hired must be an Argentinean citizen (natural or legal), or foreigner with legal residence and domicile and wish to remain in the territory of the Argentina for the entire time that the tasks involved in the contract requires it.

• Note: Applicant cannot be a public servant from the State, Departmental Government, State Entity and Decentralized services, whatever the nature of the link (paid or not), or hired under any modality by said state public persons. It is permissible to be a teacher of public education.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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