UN Women was established by a merger of the UN Development Fund for Women (UNIFEM, established in 1976) and other entities and became operational in 2011. The organization operates under a governance structure and has an executive board representing different regions.
United Nations Entity for Gender Equality and the Empowerment of Women (UN-Women) was created in 2010 by the United Nations General Assembly. UN-Women is a merger of the UN Development Fund for Women (UNIFEM) and other entities, and became operational in 2011.
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.
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Duties and Responsibilities
1. Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies:
- Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
- Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
- Provide administrative support to conferences, workshops, retreats;
- Provide administrative support to maintenance of premises and common services, as needed;
- Maintain filing system ensuring safekeeping of confidential materials, as necessary.
2. Coordinate and organize assets management and procurement processes:
- Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
- Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
- Generate procurement related reports; research and draft responses to enquiries;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
- Organize procurement activities and processes, including preparation and conduct of mini bids, Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
3. Coordinate and organize administrative Human Resources services:
- Create and upload vacancy announcements and organize interview panels;
- Maintain staffing lists and reports;
- Assume overall responsibility for attendance and leave management monitoring;
- Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
- Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.
4. Provide administrative support to knowledge building and knowledge sharing:
- Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
- Compile lessons learnt and best practices in administration, procurement, and human resources.
5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities:.
The incumbent leads a team of Three (3) personnel: 1 Programme and Administrative Assistant and 2 Transport Assistants.
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
FUNCTIONAL COMPETENCIES:
- Ability to administer and execute administrative processes and transactions;
- Ability to perform work of confidential nature and handle a large volume of work;
- Strong knowledge of procurement processes, systems, administrative rules and regulations;
- Ability to provide procurement-related and HR-related support and advice
- Knowledge of use of spreadsheets and database packages
- Strong IT and web based management skills;
- Ability to extract and interpret data
Required Skills and Experience
Education and Certification:
- Completion of secondary education is required.
- Specialised training in Procurement or Bachelor’s degree in Business Administration or related fields is desirable.
- Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset.
- Willingness to take UN Women internal procurement certifications is required.
