Administrative Assistant

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Description

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Background

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.

In Türkiye, in line with its global Strategic Plan 2022-2025 and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Turkey (UNSDCF) (2021-2025), UN Women works towards the overarching goal of “Women and girls including those at greatest risk of being left behind fully exercise their human rights, enjoy a life free from violence and discrimination, and lead, influence and benefit from sustainable and inclusive socioeconomic development towards the advancement of gender equality in Turkey”. 

UN Women works in four thematic areas: 

• governance and participation in public life;
• women’s economic empowerment; 
• ending violence against women and girls; and 
• women, peace and security, humanitarian action and disaster risk reduction. 
• In line with its coordination mandate, UN Women promotes coordination and coherence across the UN system to enhance accountability and results for gender equality and women’s empowerment, including through joint programmatic and advocacy actions and initiatives, standardized tools and guidance and services to strengthen the relevant capacities of the UN system.
• Towards these goals, UN Women implements programmes and projects that aim to advance gender equality, improve women’s access to opportunities, rights, and services in political, social, and economic life, and combat gender stereotypes, discrimination, and violence, as required by international and national legal and policy commitments. UN Women collaborates with numerous partners – central and local level government authorities, civil society organizations, including women’s organizations and platforms, academia, private sector companies, and other UN agencies. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.
• As a full member of IASC, UN Women has a crucial role in humanitarian response through a two-pronged approach: 1) To Strengthen Accountability towards gender commitments in Coordination and Implementation of UN Led Humanitarian and Refugee Responses; 2) To Strengthen Comprehensive Protection and Livelihood support to Crisis Affected Women and Girls.
• In the area of ending violence against women and girls (VAWG) and other harmful practices, UN Women supports enhancing services on VAWG prevention and protection through strengthened capacities of institutions, improved data management, better coordination, and empowerment of women and girls who are at risk of and/or are survivors of violence. Furthermore, to address the underlying root causes of VAWG and harmful practices, UN Women Türkiye works towards favorable social norms, attitudes, and behaviors at the individual, community, and institutional levels that advance gender equality and women’s empowerment. The ending VAWG portfolio includes ongoing projects ‘Supporting Provincial Administrations for More Effective Multisectoral Cooperation in Ending Violence Against Women’, funded by the Federal Government of Germany and implemented in collaboration with the Ministry of Interior to improve coordination at the local level  and ‘Addressing the Urgent Needs of Women and Girls Impacted by the Earthquake’, also funded by the Federal Government of Germany, addresses the immediate needs of women and girls in the 11 provinces affected by the 2023 earthquakes. 
• On February 6th, 2023, Türkiye was struck by two significant earthquakes that caused widespread devastation in the Southeast region of the country. The earthquakes resulted in a significant loss of life, with over 50.000 deaths making it the deadliest disaster since the country’s founding 100 years ago and one of the deadliest worldwide during this century. Additionally, the earthquakes resulted in widespread damage to residential areas, with millions of individuals affected and at least 118,000 buildings have either collapsed or severely damaged. These events have had a profound impact on numerous cities throughout the affected region.
• UN Women’s consultations with earthquake survivors, survivors of violence in the earthquake provinces, service providers and civil society organizations have highlighted that women and girls face significant risks of violence due to unsafe and uncertain living conditions, lack of privacy, forced cohabitation with extended family members or strangers, limited infrastructure, overcrowded or mixed gender facilities, occurrences of loitering and plundering and limited mobility. Therefore, one crucial component of the recovery and reconstruction efforts is the necessity to rebuild and repair the women’s shelters and VPMCs, while also increasing the shelter capacity in migration receiving provinces as well. With a view to “building back better”, incorporation of technical support to relevant institutions and personnel for enhanced service provision to VAWG survivors is essential.
• Within the scope of “Restoring and Strengthening the Preventive and Protective Services in response to Violence Against Women affected   by the earthquakes in Türkiye” project, UN Women aims to restore and strengthen both the physical infrastructure and technical capacities of VAW service provision through a survivor-centred and rights-based approach that contributes the empowerment of women. The project aims to establish good models that can then be scaled up to become part of the overall MOFSS response to violence against women in their areas of competence under the scope of the project.
• Under the direct supervision of the Operations Manager and overall guidance of the Programme Specialist, the Administrative Assistant supports the Programme 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. 

Key Functions and Accountabilities

Provide general administrative and logistical support to the programme in accordance with UN Women rules, regulations, policies, and strategies:

• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent); 
• Arrange travel and hotel reservations, prepare travel authorizations, 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. 
• Provide administrative support to the organization of internal and external meetings, including preparation of letters of invitation, documents, logistical note and the distribution of materials

Provide administrative support to office and assets management:

• 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. 
• Process transactions in Quantum and follow up with the receipt of deliverables and finalization of payments.

Provide administrative support to knowledge building and knowledge sharing:

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

Recruitment Qualifications

Education and Certification:

• Completion of secondary education is required. 
• Bachelor’s degree in Business Administration or related fields is desirable. 

Experience:

• Minimum 5 years (with secondary education) or 2 years (with Bachelor’s degree) of progressively responsible experience in administration, procurement, HR, or logistic support service
• Minimum two years of previous demonstrated experience in providing administrative support to EU or UN projects is desirable.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), spreadsheet and database packages, and handling of web-based management systems is required.  
• Demonstrated experience in the use of ERP systems, preferably Oracle Cloud / Quantum, is desirable. 

Languages:

• Fluency in English is required. 

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/22224

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