Administrative/Procurement Assistant

Background

The UN Women (UNW), 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 Centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Administrative/Procurement Assistant reports to the Operations Manager for guidance and is responsible performing a variety of procurement and administrative tasks and services in the CO ensuring timeliness, accuracy and compliance with UNW rules, regulations, processes and procedures and promotes a client, quality and results oriented approach.

The Administrative/Procurement Assistant works in close collaboration with the Finance Associate in the location as well as with operations, programme and other teams in the office to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Functions:

Administrative support services:

• Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements);
• Arrange purchase of and ensure timely and appropriate distribution office equipment and supplies. Oversee sufficient inventory. Keep adequate records in Quantum to ensure proper asset management;
• Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects;
• Liaise with UNDP and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements;
• Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
• Execute all necessary arrangements to ensure efficient office space allocation and all related services;
• Arrange and oversee building maintenance, movement and repair of furniture and other assets;
• Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel, and hotel reservations. Process visa, identity cards and other documents.

Support to the administration of budgets:

• Collect, verify and organize information required for formulation of project work plans and budgets;
• Coordinate and follow up the collection and submission of the budget proposals and financial reports of the implementing partners;
• Provide inputs for the preparation of cost-recovery bills in Quantum and follow up on issues related to cost recovery system to ensure all necessary actions are complied with or completed;
• Creation of projects in Quantum, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
• Presentation of information for audit of projects.

Support to the administration of procurement services:

• Reviews procurement request and initiate procurement procedures, administers receipt of quotations, bids, proposals ensuring accuracy of information/data and compliance with UNW regulations, rules, policies and procedures;
• Prepare purchase orders and contracts in and outside Quantum and ensure timely dispatched of purchase orders.
• Create and maintain vendor profiles in Quantum;
• Perform buyer role in Quantum for goods and services;
• Timely corrective actions on POs with budget check errors and other problems;
• Process payment of contracts and agreements with the required support documentation and certifications;
• Provision of information for preparation of cost-recovery bills in Quantum as required.

Support to the administration of human resources:

• Verifies compliance of draft job descriptions with office UNW standards;
• Prepares vacancy announcements, advertises posts, compiles matrixes and performs functions of Secretary in interview panels;
• Introduces and revises vendor information in Quantum;
• Prepares Contracts SSA & SCs in accordance with UNW rules, regulations, policies and procedures;
• Records staff attendance and consolidates staff leave plans;
• Consolidate staff/office learning plans;
• Maintenance of the CO staffing table;
• Update of the CO rosters;
• Maintain proper filing system for HR records and documents in accordance with UNW rules, regulations, policies and procedures.

Support to knowledge building and knowledge sharing:

• Participation in the organization of training for the office staff on program and operations related issues;
• Contribute to the collection and sharing of best practices in program, financial services, and administration to support training of administrative staff;
• Trainings and supports national partners on administrative issues as required including within the context of implementation of the HACT under the Delivering as One.

Competencies

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.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Compitencies:

• Ability to perform a broad range of administrative activities related to to operations, resource management and services including finance and human resources;
• Good organizational skills;
• Ability to research, select relevant information and maintain accurate records and database;
• Ability to work simultaneously on a number of processes and deliver with quality and within the deadlines;
• Knowledge of procurement rules and practices;
• Knowledge of HR rules and best prctices;
• Good application skills of I.T tools and management systems.

Required Skills and Experience

Education:

• Bachelor’s degree in business administration and procurement.Human resource skills is an asset.

Experience:

• A minimum of 2 years of experience in administration including procurement and human resources is required, in a large corporation or organization;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

• Written and oral proficiency in English is required. 

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

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.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.