Administrative Associate

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.

A new Policy, Program and Intergovernmental Division (PPID) was created within UN Women at the end of 2019. The Division develops and implements the UN Women program of work on analysis, research, knowledge management and programming to implement the organization’s Strategic Plan, and provides advice and guidance to the intergovernmental process, the UN system, and to UN Women staff working at country and regional level on issues of gender equality and women’s empowerment.

As a part of PPID, the Leadership and Governance section works to strengthen the gender responsiveness of laws, policies, plans and budgets to enable women’s equal participation and the fulfillment of their human rights. With a staff of 22 persons (including 2 long term consultants), the section is divided into five teams working on Political Participation, Human Rights, HIV/AIDS, Access to Justice, and Governance and National Planning. The teams are engaged in policy, programming and coordination under the overall leadership of the Chief of Section.  

Reporting to Chief of Leadership and Governance Section, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

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.

A new Policy, Program and Intergovernmental Division (PPID) was created within UN Women at the end of 2019. The Division develops and implements the UN Women program of work on analysis, research, knowledge management and programming to implement the organization’s Strategic Plan, and provides advice and guidance to the intergovernmental process, the UN system, and to UN Women staff working at country and regional level on issues of gender equality and women’s empowerment.

As a part of PPID, the Leadership and Governance section works to strengthen the gender responsiveness of laws, policies, plans and budgets to enable women’s equal participation and the fulfillment of their human rights. With a staff of 22 persons (including 2 long term consultants), the section is divided into five teams working on Political Participation, Human Rights, HIV/AIDS, Access to Justice, and Governance and National Planning. The teams are engaged in policy, programming and coordination under the overall leadership of the Chief of Section.  

Reporting to Chief of Leadership and Governance Section, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Provide general administration and operations support to the Leadership and Governance Section in compliance with UN Women rules, regulations, policies, and strategies\:

• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain filing system ensuring safekeeping of confidential materials, as necessary.

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Generate procurement related reports; research and draft responses to enquiries;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
• Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
• Support the preparation of Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
• Review procurement processes conducted by projects; submissions to the Procurement Review Committee.

• Support the drafting of vacancy announcements for TA posts;
• Support the preparation of SSA ToRs, review SSA applications and conduct short listing, collect required documentation, prepare for HR compliance and review;
• Assume overall responsibility for attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of home leave entitlements, etc). 

• Provide administrative support in the organization of trainings for projects staff on administrative related matters;
• Compile lessons learnt and best practices in administration, procurement, and human resources for the section.

Provide general administration and operations support to the Leadership and Governance Section in compliance with UN Women rules, regulations, policies, and strategies\:

• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain filing system ensuring safekeeping of confidential materials, as necessary.

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Generate procurement related reports; research and draft responses to enquiries;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
• Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
• Support the preparation of Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
• Review procurement processes conducted by projects; submissions to the Procurement Review Committee.

• Support the drafting of vacancy announcements for TA posts;
• Support the preparation of SSA ToRs, review SSA applications and conduct short listing, collect required documentation, prepare for HR compliance and review;
• Assume overall responsibility for attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of home leave entitlements, etc). 

• Provide administrative support in the organization of trainings for projects staff on administrative related matters;
• Compile lessons learnt and best practices in administration, procurement, and human resources for the section.

• Respect for Diversity;
• Integrity;
• Professionalism.

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web based management skills;
• Ability to extract and interpret data.

• Respect for Diversity;
• Integrity;
• Professionalism.

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web based management skills;
• Ability to extract and interpret data.