UN WOMEN Jobs - 61776- Administrative Assistant (Open to Dominican Nation

Administrative Assistant (Open to Dominican Nationals Only)

Advertised on behalf of

UN WOMEN

Location :

Santo Domingo, DOMINICAN REPUBLIC

Type of Contract :

FTA Local

Starting Date :

15-Dec-2015

Application Deadline :

29-Nov-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year

Languages Required :

English Spanish

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.

Under the guidance and supervision of the Operations Manager, the Administrative Assistant supports the office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the programme and projects staff and the operations team to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Support implementation of operational strategies;
Support implementation of HR Services;
Provision of administrative and logistical support;
Support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

Support implementation of operational strategies:

Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
Provision of inputs to the Training Centre administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to the preparation and implementation of administrative team results-oriented work plans.

Support implementation of HR Services:

Support implementation of HR services with full compliance with HR rules, regulations, policies and strategies;
Assist in HR services such as vacancy announcement, compilations of matrixes, organizing interview panels, contract/LoA preparation etc.;
Maintain staffing lists and reports as required;
Perform the duties of Leave Monitor.

Provision of administrative and logistical support:

Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent),
Performance of a Buyer role in Atlas and preparation of POs for travel activities;
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs and contracts, when needed;
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Administrative support to conferences, workshops, retreats;
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Acts as Secretary to the Local Procurement Review Committee (L-PRC);
Maintenance of the filing system ensuring safekeeping of confidential materials;
Assistance in the preparation of budget, provision of information for audit.

Support to office maintenance and assets management:

Provision of support to maintenance of premises and common services;
Maintenance of files and records relevant to office premises and related maintenance;
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

Support to knowledge building and knowledge sharing:

Provision of necessary administrative support for effective knowledge management and sharing within the Unit;
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 unit and of the Training Centre. Timely delivery of services and accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women.

Competencies

Core values / Guiding principles:

Integrity:

Demonstrate the values of United Nations and UN Women;
Act without consideration of personal gain;
Resist undue political pressure in decision-making;
No abuse of power or authority;
Stand by decisions in the organization's interest; and
Take action in cases of unprofessional or unethical behavior.

Professionalism:

Have pride in work and achievements;
Demonstrate professional competence and mastery of subject matter;
Conscientious and efficient in meeting commitments and achieving results;
Motivated by professional rather than personal concerns;
Show persistence when faced with challenges, and remain calm in stressful situations..

Respect for diversity:

Work effectively with people from all backgrounds;
Treat all people with dignity and respect;
Treat men and women equally;
Show respect for and understand diverse opinions by examining own biases and behaviors to avoid stereotypical responses, and do not discriminate against any individual or group.

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.

Functional Competencies:

Ability to administer and execute administrative processes and transactions;
Ability to extract, interpret, analyze data and resolve operational problems;
Ability to perform work of confidential nature and handle a large volume of work;
Ability to support a team and team building skills;
Good knowledge of administrative rules and regulations;
Strong IT skills;
Focuses on result for the client and responds positively to feedback;
Ability to handle web-based management systems;
Attention to detail;
Excellent knowledge of office software packages.

Required Skills and Experience

Education:

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

Experience:

5 years of relevant experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

Fluency in English is required;
Knowledge of official national language (Spanish) essential.