UN WOMEN Jobs - 55538- Administrative Associate

Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

Nairobi, KENYA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

24-Apr-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year renewable; subject to funding and performance

Languages Required :

English

Expected Duration of Assignment :

One year

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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. Placing women’s rights at the center of all its efforts.

Under the guidance of the direct supervisor and oversight of the Operations Manager, the Administrative Associate supports the Office Operations by performing a variety of administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. S/he 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

Summary of Key Functions:

Efficient administrative support;
Support to supply and vehicle management;
Support to procurement processes;
Implementation of security operations and all matters relating to the management of safety and security for UN Women personnel;
Efficient protocol support;
Support to knowledge building and knowledge sharing.

Efficient administrative support

Facilitates full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Arrange purchase of and ensure timely and appropriate distribution office equipment and supplies; Oversee sufficient inventory; Keep adequate records and prepare inventory reports to ensure proper asset management.
Liaise with UN Offices and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements;
Execute all necessary arrangements to ensure efficient office space allocation and all related services;
Arrange and oversee building maintenance, movement and repair of furniture and other assets;
Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.

Support to supply and vehicle management

Coordination of inventory management in the CO, timely preparation and submission of periodic inventory reports;
Coordination of the provision of reliable and quality office supplies;
Coordination of UN Women Vehicles ; ensuring timely service, renewal of vehicle insurance and other related compliances;

Support to procurement processes

Provision of inputs to preparation of procurement plans for the office;
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit;
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
Organize procurement activities and processes, including preparation and conduct of RFQs, ITBs or RFPs, opening and evaluation of tenders, coordinate contract negotiations (as required), prepare request for award of contract for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules;
Coordination and contract management of vendors providing support to conferences, workshops, retreats;
Prepare Purchase orders and contracts in and outside Atlas including preparation of Recurring Purchase orders for contracting of services, and create vendor profiles in Atlas;
Under guidance conducts reviews of procurement processes conducted by projects; submissions to the Procurements Review Committee (PRC), and Acquisition Management Review Committee (AMRC);
Facilitates implementation of the internal control system, prepares and dispatches Purchase Orders. Timely corrective actions on POs with errors (e.g. POs with budget errors, match exceptions, unapproved POs etc.), and provide timely information and response to relevant department to resolve the issues.

Implementation of security operations and all matters relating to the management of safety and security for UN Women personnel

Assists in maintaining UN Women’s security plans as well as the warden systems;
Maintains UN Women Warden systems, both for national and international staff;
Organize training courses on security awareness and preparedness for UN Women personnel, and providing security orientation as required;
Communicates information on security to UN Women Senior management.

Efficient Protocol support.

Act as liaison between UN Women and the Kenya Government departments. Build and sustain cordial relationships with key officials in Government departments involved with the execution of immigration formalities according to the Host Country Agreement between UNDP/ UN Women and the Government of Kenya;
Provide regular briefs to CO Operations teams on immigration formalities, duty free and tax exemption privileges and ensures that the information is continuously updated to guide staff in completing relevant host country forms governing various privileges and exemptions;
Monitor status of documents submitted to government authorities to ensure efficient and timely provision of the following services: Notification of arrival and departure; Issuance/renewal of re -entry passes for staff and their dependents; Issuance/renewal of entry passes for non-Kenyan staff; Issuance of Kenya entry visas for meeting participants; extension of visitors passes for interns and consultants.

Supports Knowledge building and knowledge sharing

Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
Compilation of lessons learnt and best practices;
Make sound contributions to knowledge networks and communities of practice.

Competencies

Core Values/Guiding Principles:

Integrity

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core competencies:

Ethics and Values

Demonstrate and safeguard ethics and integrity.

Organizational Awareness

Demonstrate corporate knowledge and sound judgment.

Development and Innovation

Take charge of self-development and take initiative.

Work in teams

Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing

Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing

Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making

Demonstrate informed and transparent decision making.

Required Skills and Experience

Education:

Secondary education;
Undergraduate degree in Business Administration or related fields is desirable.

Experience:

6 years of relevant experience in administration, procurement or logistical support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in the use of web based systems.

Language Requirements:

Fluency in English is required;
Knowledge of the official national language of the duty station.