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 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.

Key Functions and Accountabilities

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.

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.

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

• 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

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).

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=116717