Administrative Associate Consultant

Background

Background/Context

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.

UN Women is mandated to lead and coordinate UN efforts to ensure commitments on gender equality and gender mainstreaming; to provide strong and coherent leadership in support of Member States through effective partnerships with national mechanisms for gender equality, civil society, and others, to provide through normative support functions and operational activities guidance and technical support to all Member States, across all levels of development, in all regions.

United Nations in Tanzania is a One UN Pilot, implementing UN Reform through Delivering as One (DaO) with twenty UN agencies operating under One Programme – the UN Development Assistance Plan (UNDAP), UNDAP I (2011-2016) and UNDAP II (2016-2022). Through UNDAP, UN Women supports its partners in implementing and monitoring the international and regional agreements on women’s rights and developing capacity to integrate gender equality into national and regional development strategies, laws, and policies. UN Women contributes to results in five of the ten UN Programme Working Groups with staff based in Dar es Salaam, Dodoma, Zanzibar, Mtwara and Singida.

Key operational documentations will be stored electronically in the Sharepoint and hard copies will be stored in the new identified storage facilities in the office compound. The Country Office is also in the process of improving its data storage system by moving away from personal computers to cloud storage for all key operational documentations such as Payment Vouchers, Purchase Orders and Travel Authorizations. As such, UN Women Tanzania Country Office needs support of an administrative consultant to review existing Purchase Orders, Travel Authorizations and Travel Claims documentations to ensure completeness, sequential filling and physically sorting out the discrepancies in those documentations, filing the appropriate documentations in box files for the hard copies and storing soft copies in the dedicated Country Office SharePoint page.

Reporting to the Operations Manager, the Administrative Associate Consultant 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

• Administrative Support

• Reconcile MV 10 and PRO 6 documents and note verbale.
• Verify the authenticity of the supporting documents and where appropriate take corrective action to address anomalies detected before submission for approval.
• Support the preparation of Quarterly Mission and leave reports for the Head of Country Office. 
• Prepare Travel Plans, Travel Requests, and Travel claims for the Head of Country Office. 
• Preparation of official letters and similar communications materials, as requested, according to appropriate protocol procedures. 
• Review and verify completeness of required documentation and/or clearances prior to submission for the Head of country office approval/signature.
• Provide other support as requested by supervisor.

• Procurement Support

• Create purchase requisitions for shared office running cost and other procurement requests for operations.
• Support the Procurement Associate initiating all Operations Costs for Country Office such as Electricity, Water, Security, and hygiene service.
• Support Tanzania Country Office on Consultants Contract renewals;
• Create GST request for submission of Invoices and other payment requests.

• Logistical Support

• Arrange travel, visa, hotel accommodation and other logistics for  Senior staff and Visitors on mission for Tanzania Country Office.
• Provide other support as requested by supervisor.

• Accounting Support

• VAT claims processing

The selected consultant is expected to manage timely the sorting and filing of the identified documents within a period of six months from the commencement of the consultancy.

Consultant’s Workplace and Official Travel

This is an office-based consultancy. As part of this assignment, there will be 20% trips to sub offices in Dodoma, Mtwara, Singida and Zanzibar.

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:  

Required Skills and Experience

Education:

• 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.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in the use of Quantum is an asset.

Language Requirements:

• Fluency in English is required
• Knowledge of the other UN official working language is an asset.

How to Apply

Please submit a cover letter and attach a completed UN Women Personal History Form (Form P-11) to your application. Kindly note that applications without a completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Form P-11 can be downloaded from: )