Admin/Programme Assistant - Tenders Global
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Admin/Programme Assistant

United Nations Development Programme

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Job Description

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Description

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UN Women Regional Office for the Arab States (ROAS) works to promote the implementation of the women, peace and security (WPS) agenda as guided by UN Security Council resolutions 1325 and subsequent resolutions. ROAS supports efforts to build sustainable peace through targeted interventions supporting women’s engagement and influence in peace processes across the region. This is achieved through direct support to women and to key actors — including mediators and their teams engaged in peace processes in Iraq, Libya, Syria and Yemen. ROAS also supports building the capacity of UN Women country offices on gender-responsive humanitarian action. This includes providing technical advice to country offices on ways to strengthen architecture and accountability on gender equality in humanitarian country teams (HCTs),
Duties and Responsibilities:
Provide administrative support to processing and facilitating proper documentation management:
  • Store, manage, and track documents in a SharePoint database;
  • Manage records management procedures and policies including documentation, record retention, and retrieval;
  • Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials;
  • Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures.
Provide administrative support to travel arrangements and office transportation to the Women, Peace and Security Programme:
  • Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
  • Arrange travel and hotel arrangements for WPS staff and visitors;
Coordinate assets management in WPS Programme and provide procurement support:
  • Coordinate assets management in WPS Programme, prepare and submit periodic inventory report;
  • Maintain inventory records of WPS Programme;
  • Process invoices related to WPS Programme services (utilities and contractors);
  • Process micro-purchase procurement requests;
  • Provide inputs to the preparation of procurement plans for WPS Programme and monitor their implementation.
Provide administrative support to the organizing of WPS Programme meetings and panels:
  • Prepare presentation materials;
  • Arrange the logistics of WPS Programme meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
  • Finalize memoranda, list of participants; and send letters of invitation and other documents;
  • Attend meetings, prepare minutes, and monitor follow up activities.
Coordinate and organize administrative Human Resources services for WPS in Arab States programme:
  • Assists the programme finance Associate in preparing consultancies TORs, reviewing the recruitment documents and organizing interview panels/desk reviews before sending them to HR for clearance;
  • Assists the programme finance Associate in personnel administration for international and national staff as appropriate;
  • Assists the programme finance Associate in the staffing/personnel-related reports; research and draft responses to enquiries for clearance by the Operations Manager.
Required Skills and Experience:
Education and certification:
  • Completion of secondary education is required;
  • Bachelor’s degree in Business or Public Administration or related fields is an asset.
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.) is required;
  • Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Language Requirements:
  • Fluency in English and Arabic is required.

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