Under the overall guidance of the HR specialist and day to day supervision by the senior HR associate, 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.
Duties and Responsibilities:
Provide general administrative and operations support:
Provide support on contract management (including with e-requisitions and purchase orders for consultants / contractors), operations and HR procurement matters internally and with service providers.
Provide administrative support to conferences, workshops, retreats.
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution.
Provide support to preparation of procurement plans for the Division.
Provide support to procurement processes and logistical services.
Arrange travel, and other logistics for the HR team.
Maintain filing system ensuring safekeeping of confidential materials.
Generate procurement related reports; research and draft responses to queries;
Source Purchase Orders (PO) for consultants and interns;
Budget and Finance Support:
Provide administrative support in monitoring of budget and finances.
Gather and compile data and information for the preparation of planning and budgeting activities.
Provide support to preparation of work plans and budgets.
Provide support with budget revisions.
Process payments for consultants and service providers.
Create requisitions and register receipts.
Provide administrative support to knowledge building and knowledge sharing
Facilitate trainings for the operations/projects staff on administration
Key Performance Indicators:
Adherence to UN Women rules and regulations.
Timely support to the team.
Quality organization of files and reports.
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.
Candidates who do not have a university degree or an accredited certification in the technical field will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.
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 Word, Excel, etc.).
Experience in the use of ERP systems and modules is an asset.
Language Requirements:
Fluency in English is required.
Knowledge of the other UN official working language is an asset.
