Administrative Associate

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.

In Morocco, UN Women has established a program of activities aligned with Morocco’s national priorities and covering three of UN Women’s strategic objectives at the global level:

1. Women’s political participation and gender-responsive governance;
2. Women’s economic empowerment and access to a stable and decent income;
3. The fight against violence against women and girls.

Reporting to the Operations Manager, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme, and Projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Duties and Responsibilities

Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies

• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
• Perform the role of travel processor in UNall;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain filing system ensuring the safekeeping of confidential materials, as necessary. Prepare Purchase Orders (PO)and contracts in Quantum.

Coordinate and organize administrative Human Resources services :

• Maintain staffing lists/personal validation and reports;
• Assume overall responsibility for attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager;
• Provide administrative and logistical services to CO in full compliance with UN Women rules, regulations, and HR policies and guidelines;
• Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through UNall;
• Facilitate responses to audit findings and recommendations;
• Facilitate & support staff separation process;
• Draft vacancy announcements; assist in reviewing and processing requests for classification & post vacancies;
• Coordinate, facilitate, and participate in interview panels as necessary;
• Prepare recruitment documentation for the Central Review Board (CRB);
• Prepare position establishment, liaise with headquarters, and assure that action is completed;
• Provide advice to local recruitment in programmes/projects when necessary;
• As the Country Office focal point, provide support for the consultant recruitments & onboarding.

Coordinate and organize assets management:

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery, and keeping a log of distribution;
• Coordinate assets management in the office, prepare and submit periodic inventory reports, and coordinate physical verification of inventory items.

Provide administrative support to knowledge-building and knowledge sharing

• Provide administrative support in the organization of training for the operations/ projects staff on administrative-related matters;
• Compile lessons learnt and best practices in administration, and human resources.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• 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 and execute administrative processes and transactions;
• Ability to perform work of a confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data.

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 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service is required;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience working with UN is desirable;
• Experience in the use of Quantum ERP system desirable.

Language Requirements:

• Fluency in English and Arabic is required;
• Knowledge of another UN official working language is an asset.

Application:

Interested individuals must submit the following document to demonstrate their qualifications. Kindly note that the system will only allow one attachment.

• UN Women Personal History form (P-11) which can be downloaded from ;
• Any application without submitting the above-mentioned document will be a ground for disqualification.

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.)