Operations Assistant

United Nations Development Programme

Sarajevo, Bosnia and Herzegovina

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 direct supervision of the Operations Manager and overall supervision of the UN Women Representative, the Operations Assistant supports directly the Representative and the Operations Manager in everyday administrative activities by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Assistant promotes a client, quality and results-oriented approach, with key functions being related to support to the Representative and Operational activities.

The operations assistant shall work in close collaboration with the operations manager and operations staff in order to ensure consistent service delivery.

Duties and Responsibilities:

Provision of administrative and logistical support to the UN Women Representative:
  • Keep the Representative informed of incoming requests, correspondence and all matters requiring attention, provide sound input as appropriate to facilitate decision making and ensure follow-up action, as directed.
  • Provide coordination support to the Representative by keeping record and ensuring action and follow-up when required in a timely and efficient manner, and serving as note-taker in regular meetings and exchanges.
  • Manage the planning and organization of the Representatives agenda and official travel, including the timely preparation of official travel files, background documents and briefing notes, working closely with relevant staff preparing official travel reports.
  • Maintain contact and communications lists for UN Women Country Office and for the Representative.
  • Support external communication with partners across the UN and outside the UN in support of the Representatives ongoing partnerships.
  • Manage and support the Representative’s calendar of activities, events and travel arrangements and other logistics.
  • Maintain and organize up to date hard and electronic files for easy access and retrieval ensuring safekeeping of confidential materials.
  • Coordinate the smooth functioning of meetings, including preparing and reserving meeting rooms, supporting logistical details, minute-taking.
  • Draft and review official letters for the signature of the Representative and ensure quality control of draft letters submitted for the Representative’s signature, including formatting, grammar and spelling, correct salutations, in accordance with the UN Correspondence Manual.
  • Facilitate the Representative’s interaction with various external partners such as ambassadors, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices.
  • Organize official events/hospitality for the Representative.
  • Organize events and arrange logistic aspects involved in hosting visitors, as well as ensuring that all official meeting rooms are kept to standard.
Support to Operations Unit of the CO in Administrative, Travel and Procurement processes:
  • Support in office administrative tasks, translation, compilation of data, filing, proper and accurate maintenance of files, personnel folders and databases.
  • Administrative support to organization of operations unit trainings, workshops, retreats. 
  • Assist in the preparation of budget and relevant data collection and provision of information for audit. 
  • Support implementation of procurement services with full compliance with UN Women rules, regulations, policies and strategies.
  • Support to maintenance and regular update of procurement database, as required by the Operations Manager.
  • Act as Travel Focal Point for CO BIH, arranging of travel, preparation of travel authorizations, processing requests for air tickets, visas, identity cards and other documents. 
  • Administrative support to conferences, workshops, retreats. 
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services. 
  • Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent). 
Support implementation of operational strategies: 
  • Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies. 
  • Provide inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). 
  • Provide inputs to the preparation and implementation of administrative team results-oriented work plans. 
Support to knowledge building and knowledge sharing: 
  • Provide necessary administrative support for effective knowledge management and sharing within the Operations Unit.
  • Participate in the training for the operations staff on administration. 
Required Skills and Experience:

Education:
  • Completion of secondary education required.  
  • A University degree in Business Administration or related fields is desirable. 
Experience:
  • 5 years of progressively responsible experience in administration, procurement, or logistic support service. 
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).  
  • Knowledge of UN Enterprise Resource Planning Software would be an asset.
  • Experience in preparation of correspondence and understanding of diplomatic protocols would be an asset.
  • Prior experience with the UN or other international organization working in capacity as Assistant to senior management an advantage.
Language Requirements:
  • Excellent English and B/S/C language skills, both written and oral.