Administrative Assistant

Background

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.

Under the supervision of the Head of Office, 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

1. 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 the Office/s as non procurement activities, conferences, workshops, retreats;
• 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 files and records relevant to office premises and related maintenance.
• Perform Buyer role and prepare Purchase Orders (if applicable);

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; 

4. Provide administrative support to knowledge building and knowledge sharing

• Facilitate trainings for the operations/projects staff on administration.

Competencies

Key Performance Indicators

• Adherence to UN Women rules and regulations;
• Quality administrative support to non-procurement activities;
• Quality organization of files and reports;
• Timely support to team

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 
• Leading by Example 

Functional Competencies

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Good IT and web based management 

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.

Experience:

• 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 Office).
• Experience in the use of ATLAS is an asset

Language requirements:

• Fluency in English and Spanish is required.
• Knowledge of the other UN official working language is an asset.