Administrative Assistant

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.

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

• 1. 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.
• 2. 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.
• 3. 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.
• 4. Provide administrative support to knowledge building and knowledge sharing:
• Facilitate trainings for the operations/projects staff on administration.
• 5.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies:

FUNCTIONAL COMPETENCIES:

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills.

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.

Other requirements:

The person to be hired must be a Uruguayan citizen (natural or legal), or foreigner with permanent legal residence and valid work permit to remain and work in Uruguay duration of the contract.

HOW TO APPLY:

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: . Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will be contacted.

If you are experiencing difficulties with online job applications, please contact .

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Additional Note:

In accordance with the UN Staff Regulation 4.5 (c) A fixed-term appointment does not carry any expectancy, legal or otherwise, of renewal or conversion, irrespective of the length of service. This fixed-term appointment is budgeted through 31 December 2025.