Administrative & Executive Assistant

Details

Mission and objectives

Update

Context

Under the overall guidance of the Representative and the daily supervision of the Operations Manager, the Administrative & Executive Assistantis responsible for providing support in execution of a wide range of financial services and administrative processes in the Country office, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Administrative & Executive Assistant promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.

Task description

Under direct supervision of operations analyst and overall guidance of country representative,the UNV Administrative and Executive Assistant will:
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
• 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.
• 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 Atlas 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 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
Provide secretarial and administrative support to the UN Women Country Representative:
• Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
• Arrange Country Representative’s travels: initiate travel authorization for approval, reserve flight schedules, identify and book accommodations, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
• Coordinate Drivers’ distribution by managing the calendar of requests for driving services, submitted by the Country Office personnel
• Maintain roster of Country Office contacts;
• Organize and attend meetings, prepare minutes and summaries;
Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Results/expected outputs:
• As an active UN WOMEN team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UN WOMEN and its beneficiaries in the accomplishment of her/his functions, including:
Effective administration of UN WOMEN Tunisia and Libya Office administrative work as well as Country representative logistics and administration
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment.
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.