UN WOMEN Jobs - 58507- Administrative Assistant

Administrative Assistant

Advertised on behalf of

UN WOMEN

Location :

Kigali, RWANDA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

07-Aug-15 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

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 as 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 overall guidance and supervision of the Operations Manager, the Administrative Assistant provides support to office operations a variety of standard administrative processes and ensuring high quality and accuracy of work. The Administrative Assistant promotes a client and results-oriented approach.

Duties and Responsibilities

Summary of Key Functions:

Receive, screen and assist visitors/clients and escort them to responsible officer concerned;
Adopt tactful attitude to inform and convince interlocutors to accept unforeseen situations, such as waiting longer than expected, meet with a different officer than expected;
Answer to incoming calls and transfer calls to concerned officer and/or take messages or provide general information, understanding the importance and the confidentiality of the issues treated;
Receive and transmit verbal and written messages to appropriate officers;
Record the incoming and outgoing mail and manage internal courier distribution, as appropriate;
Follow up on incoming and outgoing mails; focusing on top urgent mails;
Utilize office equipment (telephone, photocopy; scanner) when necessary;
Identify which individuals or groups to be prioritized at the reception based on vulnerability and other criteria specified by the supervisor;
Convey confidential correspondence in a timely manner;
Keep Office Filing system updated;
Perform other related duties as required by the Supervisor.

Provision of front-desk service and telephone communications services:

Operation and management of the telephone switchboard in accordance with appropriate protocol;
Recording and processing incoming correspondences, identification of technical problems with office;
Equipment and reporting to service provider for regular maintenance and repair;
Management and planning of the front desk coverage;
Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and taking minutes of meetings;
Translation of simple correspondences, when needed;
Draft response letters to official communications.

Ensure effective administrative and logistical support focusing on achievement of the following results:

Update of the UN telephone list and UN Directory, Addresses of the Government, HOAs, and International Organizations, Embassies and NGOS and other important contacts;
Organization of shipments, customs clearance arrangements, preparation of documents for UNDPshipments. (on behalf of UN Women);
Arrangement of travel and hotel reservations, preparation of travel authorizations processing requests for visas, identify cards and other documents;
Administrative support to conference workshops, retreats;
Custodian for management of office stationeries, supplies including maintenance of stock of stationery;
distribution of stationery as required by staff and keeping a log of distribution;.
Maintenance of the filling system ensuring safekeeping of all office documents/ files and confidential;
Extraction of data from various sources.

Provide support to office maintenance and assets management focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports;
Maintenance of files and records relevant to office maintenance;
Provision of support to maintenance of common premises and common services.

Support knowledge building and knowledge sharing in the office focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Impact of results

The key results have an impact on the efficiency of the office. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women as an effective contributor to the development of the country.

Competencies

Functional Competencies:

Building Strategic Partnerships:

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives;
Promoting Organizational Learning and Knowledge Sharing.

Basic research and analysis:

Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development:

Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions;
Design and Implementation of Management Systems.

Data gathering and implementation of management systems:

Uses information/databases/other management systems.

Client Orientation:

Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information;
Gathers and disseminates information on best practice in accountability and results-based management systems.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking
Acting as a team player and facilit;ating team work;
Facilitating and encouraging open communication in the team, communicating effectively;
Creating synergies through self-control;
Managing conflict;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required Skills and Experience

Education:

Secondary education. Certification in administration desirable.

Experience:

5 years of relevant experience in administration or programme support service;
Experience in the usage of computers and office software packages (MS Word, Excel, Power point, etc.). Experience in handling of web-based management systems.

Language:

Fluency in the UN and national language of the duty station.