UN WOMEN Jobs - 62894- Administrative Assistant

Administrative Assistant

Advertised on behalf of

UN WOMEN

Location :

Honiara, SOLOMON ISLANDS

Type of Contract :

Service Contract

Starting Date :

01-Mar-2016

Application Deadline :

05-Feb-16 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One (1) year

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

United Nations Entity for Gender Equality & Empowerment of Women (UN Women) works across the UN system, with national governments and NGOs to support and achieve gender equality, bring women’s voices into the development process and increase the accountability of governments to gender concerns.

The Administrative Assistant works in close collaboration with UN Women staff and project/program staff in country and Regional Programme managers (Ending Violence Against Women (EVAW) / Advancing Gender Justice (AGJP) / Women’s Economic Empowerment (WEE)) in the Fiji Multi Country Office (MCO), UN Agencies and national stakeholders to ensure efficient flow of information, actions on instructions, and agendas.

Under the guidance and supervision of the Country Programme Coordinator you will work to support all UN Women Solomon Islands Country Office team, being co-supervised by the Gender Justice Coordinator (Solomon Islands),the Ending Violence Against Women (EVAW) Coordinator and the Markets for Change Project Manager (WEE); the Administrative Assistant ensures effective and efficient functioning of the country presence, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Support to effective communications support to the Office;
Support to administrative and logistical support services;
Support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

Ensures effective support to the implementation strategies of the Advancing Gender Justice in the Pacific (AGJP), WEE/M4C and EVAW Programmes in Solomon Islands focusing on achievement of the following results:

Support management with the formulation of annual work plans and the implementation of the AGJP, WEE and EVAW Programmes (SI);
Support the oversight of programmes’ status, progress and challenges and provide regular updates summary status reports;
Liaise with national, regional and international stakeholders including similar work in the field of women’s human rights;
Liaise with national implementing partners and ensure timely and quality reporting;
Provide logistical support for national and regional workshops and events;
Prepare all necessary national and international travel arrangements;
Provide administrative support to the programme teams as needed.

Ensures provision of effective communications support to the Office focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials;
Coordination of the information flow in the office, follow up on circulation files;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Fiji Multi Country Office;
Screening of all incoming calls and recording of correspondence.

Ensures effective administrative and logistical support services, focusing on achievement of the following results:

Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent);
Preparation of all necessary documentation, implementation of follow-up actions;
Performance of a General User role in Atlas and preparation of e-requisitions for services and travel activities;
Support to organization of procurement processes including preparation of RFQs or RFPs documents, receipt of quotations and their preliminary evaluation;
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;
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
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;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit;
Custodian of the management of Office Petty Cash.

Provides 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 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 UN Women programme implementation in the Solomon Islands. Accurate analysis and presentation of information strengthens the capacity of the presence and promotes the image of UN Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core values and 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;
Tertiary Certification in Administration with specialized secretarial / administrative training is desirable;
University Degree in Business or Public Administration is desirable, but it is not a requirement.

Experience:

Minimum of 5 years of relevant secretarial and administrative experience is required;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems;
Experience with international projects and organizations highly desirable.

Language:

Fluency in English and national language of the duty station.