Administrative and Programme Assistant

tendersglobal.net

Job Description

Reporting to UN Women Türkiye Country Director, Administrative and Programme Assistant is responsible for providing a variety of administrative support to the Country Director and the Deputy Country Director with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. He/She works in close collaboration with programme and projects staff, Operations team, other UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas. to ensure consistent service delivery.
Duties and Responsibilities:
Key Functions and Accountabilities:
Provide Programme Support to UN Women Türkiye Country Office:

Provide effective communication and information management support to the Country Director, and facilitate flow of information and communication between the UN Women Country Director and the Programme Managers
Facilitate the Country Director’s interaction with various external partners through collaborative and proactive relationships
Organize, compile and process information from the programme team, and keep track of the information through databases and e-filing
Support the programme team in the tracking of and reporting on mobilized resources.

Provide Administrative and Operational Support to UN Women Türkiye Country Office:

Arrange Country Director and Deputy Country Director`s travels, initiate travel authorization for approval, reserve flight schedules, identify and book accommodations, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
Create requisitions in Quantum for receipt of goods and services, including making budget check for requisitions, POs and vouchers.
Coordinate Driver’s distribution by managing the calendar of requests for driving services;
Provides advice and guidance to staff with respect to administrative procedures, processes, and practices;
Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
Provide administrative support for meetings, events, and workshops; including assembling briefing materials and preparing PowerPoint presentations for Country Director for meetings, missions, and other key events.
Monitor and maintain Country Office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
Provide administrative support to the Country Office property management.
Maintain and organize up to date files for easy access and retrieval; and
Ensure safekeeping of confidential materials.

Provide secretarial support to the UN Women Country Director:

Provide support to Country Director`s external relations activities, ensuring protocol matters, receiving high ranking visitors/officials, coordinating logistical arrangements related to visits.
Provide effective communication and information management support to the Country Director, including drafting routine correspondence and interoffice circulars, maintaining and organizing up to date files for easy access and retrieval.
Assemble briefing materials and prepare PowerPoint presentations for the Country Director for meetings, missions, and other key events;
Manage the UN Women Country Director’s calendar and schedule of appointments and meetings;

Required Skills and Experience:
Recruitment Qualifications:
Education and Certification:

At least bachelor’s degree in business administration, social sciences or related field

Experience:

At least 2 years of experience in secretarial, administrative, procurement or logistics support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
Experience in the UN agencies and/or international organizations is an asset
Experience in the use of Quantum or any ERP would be an asset.

Languages:

Fluency in English and Turkish is required.

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=115213

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Administrative and Programme Assistant

Job Description

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