Administrative Assistant

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 Gender Specialist, 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 in Uruguay and the Regional Office to ensure consistent service delivery.

Duties and Responsibilities

Provide general administrative and logistical support to the Office 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;
• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, retreats, conferences and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for meetings, missions and other key events;
• Provide administrative support to property management;
• Maintain filing system ensuring safekeeping of confidential 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 as assigned.

Provide administrative support to the implementation of Human Resources services:

• Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned;
• Maintain staffing lists and reports, as required;
• Perform the duties of Leave Monitor.

Provide administrative support to knowledge building and knowledge sharing:

• Facilitate trainings for the operations/projects staff on administration.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience

Education and Certification:

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

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 ERP systems, preferably Oracle Cloud, is desirable.

Languages:

• Fluency in English and Spanish is required.
• Working knowledge of French and/or Portuguese is desirable.

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=116696