Summary of Key Functions: Support implementation of operational strategies;
Provision of administrative and logistical support;
Support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.
Support implementation of operational strategies:
Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
Provision of inputs to the RO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Arrange the logistics of the RO’s Operations oversight or monthly meetings, including booking conference rooms, and also recording minutes of the meetings and monitor follow up activities, as requested;
Coordinate oversight meetings and act as Secretary during the meetings;
Support to audit preparation;
Coordinate the tracking of requests received from Regional and Country Office and provide update on progress or action already taken;
Provide analysis of the services sent for approval via the SharePoint;
Provision of inputs to the preparation and implementation of administrative team results-oriented work plans.
Provision of administrative, travel and logistical support:
Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements);
Maintain a database on travel costs for the different trips undertaken to assist finance in budgeting for travel;
Train staff in the processing of travel documents in line with procedures, rules and regulations and in the administration of documentation;
Review F10 supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;
Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent);
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;
Administrative support to conferences, workshops, retreats;
Maintenance of the filing system ensuring safekeeping of confidential materials.
Support to office maintenance and assets management:
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Maintenance of records on assets management and preparation of required reports;
Provision of support to maintenance of premises and common services;
Maintenance of files and records relevant to office premises and related maintenance.
Support to knowledge building and knowledge sharing:
Provision of necessary administrative support for effective knowledge management and sharing within the Unit;
Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.
Core Values/Guiding Principles:
Integrity:
Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism:
Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
Core Competencies:
Ethics and Values:
Demonstrate and safeguard ethics and integrity.
Organizational Awareness:
Demonstrate corporate knowledge and sound judgment.
Development and Innovation:
Take charge of self-development and take initiative.
Work in teams:
Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Communicating and Information Sharing:
Facilitate and encourage open communication and strive for effective communication.
Self-management and Emotional Intelligence:
Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
Conflict Management:
Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
Encourage learning and sharing of knowledge.
Appropriate and Transparent Decision Making:
Demonstrate informed and transparent decision making.
Functional Competencies:
Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve 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 knowledge of administrative rules and regulations;
Strong IT skills;
Focuses on result for the client and responds positively to feedback;
Ability to handle web-based management systems;
Attention to detail;
Excellent knowledge of office software packages.
Education:
Completion of secondary Education;
Undergraduate degree in Business Administration or related fields is highly desirable.
Experience:
6 years of relevant experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Language:
Fluency in English is required. Knowledge of official national language is essential.
