Administrative Assistant National Consultant
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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
Under direct supervision of Operations Analyst and overall supervision of Country Representative, the Administrative Assistant supports the Office Operations 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
Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies
- Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
- Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
- Provide administrative support to conferences, workshops, retreats;
- Provide administrative support to property management;
- Maintain filing system ensuring safekeeping of confidential materials.
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 prepare required reports;
- Maintain files and records relevant to office premises and related maintenance;
- Perform Buyer role in Atlas and prepare Purchase Orders;
- Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
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 knowledge building and knowledge sharing
- Facilitate trainings for the operations/projects staff on administration.
Provide monthly progress report on main work areas of;
- General administrative and logistical support to the Office
- Administrative support to office and assets management
- Administrative support to the implementation of Human Resources services
- Administrative support to knowledge building and knowledge sharing
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637
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.
- At least 5 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 in the use of ATLAS is an asset.
- Fluency in oral and written English, Arabic, and French are required.
- Knowledge of another official United Nations language is desirable.
- At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service. 30 points
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 10 points
- Fluency in oral and written English, Arabic, and French is required. 30 points
Lowest Financial Proposal: 30% (30 points)
The points for the Financial Proposal will be allocated as per the following formula:
- Contract will be awarded to the technically qualified consultant who obtains the highest combined score (financial and technical);
- The points for the Financial Proposal will be allocated as per the following formula: (Lowest Bid Offered*)/ (Bid of the Consultant) x 30;
- 'Lowest Bid Offered' refers to the lowest price offered by Offerors scoring at least 49 points in the technical evaluation.
Interested Individual Consultants must submit the following documents/information to demonstrate their qualifications:
- A cover letter with a brief presentation of your consultancy explaining your suitability for the work and link to the portfolio of work;
- UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
- Personal CV; and Financial proposal; Proposed inclusive daily rate.
The above-mentioned documents should be merged in a standalone file including all them since the online application submission does only permit to upload one file per application. Incomplete submission can be a ground for disqualification.
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.