Administrative Assistant

Background

Duties and Responsibilities

II. Organizational Context

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 supervision of the Operations Analyst, 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.

The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

III. Key Functions and Accountabilities

1. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies (Programme and OEEF) 

• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent); 
• Arrange travel and hotel reservations, prepare travel authorizations, process travel requests, process requests for visas, identity cards and other documents, collect information for DSA, as required;  
• Provide administrative support to conferences, workshops, retreats; 
• Provide administrative support to property management; 
• Maintain filing system ensuring safekeeping of confidential materials. 

2. Provide administrative support to office and assets management (Programme and OEEF) 

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required; 
• Maintain records on assets management and prepare required reports;  
• Maintain files and records relevant to office premises and related maintenance; 
• Perform Buyer role in Quantum system and prepare Purchase Orders; 
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. 

3. Provide administrative support to knowledge building and knowledge sharing (Programme and OEEF)

• Facilitate trainings for the operations/projects staff on administration. 

4. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

IV. 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: 

FUNCTIONAL COMPETENCIES:

• Ability to administer administrative processes and transactions;  
• Ability to perform work of confidential nature and handle a large volume of work;  
• Good knowledge of administrative rules and regulations;  
• Good IT and web-based management skills. 

Required Skills and Experience

V. Recruitment Qualifications

Education and Certification:

• High School diploma is required.
• Bachelor’s degree in Business or Public Administration or related field is an asset.
• Post graduation or specialization degree in Business Administration or related field is an asset.

Experience:

• Minimum of 8 years (for high school diploma) or 5 years (for university degree) of professional experience in administration, procurement, operations or logistic support service is required. 
• Experience in the usage of computers and office software packages (MS Word, Excel, Zoom, Teams, etc.) is required.  
• Experience in the use of web-based ERP systems is an asset.
• Experience in monitoring ongoing contract activities, projects, and agreements is an asset.
• Working experience in the UN System, embassies or NGO is an asset.
• Experience with process mapping and implementation of new processes is an asset.
• Experience with travel and mission, or organization of events and meetings is an asset.

Languages:

• Fluency in English and Portuguese is required. 
• Knowledge of another official UN language is desirable (Spanish). 

VI. Recruitment Process Application 

1. All candidates must complete the online applications at UNDP Jobs website –
2. Complete, sign and attach the UN Women Personal History form (P-11) in English, which can be downloaded from  

For further help regarding your application, please check out this video:

NOTE:

• Applicants that do not complete the online application and send the supporting documents will not be considered.
• Applicants that fail to provide evidence of the information given in the online form and/or P-11 form will be disqualified.
• Due to the large number of applications received, only the selected applicant(s) will be notified.
• Applicants with employment in public institutions will need to present evidence of leave without pay.
• Applicants must be Brazilian nationals.

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 based on 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).