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 centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Under the guidance and supervision of the Operations Associate, the Administrative Assistant provides support to office operations 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 operations, programme and projects staff in the office, Regional Center and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Functions / Key Results Expected:

• Implementation of operational strategies;
• Support to procurement processes;
• Support to administrative and logistical services;
• Support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.

Ensures implementation of operational strategies, focusing on achievement of the following results:

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

Supports procurement processes for office projects,  focusing on achievement of the following results:

• Support to operations unit in procurement processes including follow up with suppliers on RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, participate in their preliminary evaluation;
• 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. Buyers profile in Atlas;
• Update the office suppliers’ roster and list of valid UNCT LTA’s;
• Tracking of services requested by other UN agencies, reviewing cost recovery bills and ensuring payments are made on time.

Ensures effective administrative and logistical support, 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 Buyer role in Atlas and preparation of POs for travel activities;
• Arrangements of travel services for operations team, preparation of hotel reservations, travel authorizations, processing requests for visas, identity cards and other documents.

Issue Travel authorization and ensure timely issuance of DSA for the office staff:

• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Arrangement of weekly vehicle transportation schedule, regular vehicle maintenance and insurance;
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
• Coordination and supervision of IT support services and cleaning services;
• 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;
• Act as point of contact for security and administrative issues with UNAMI and other members of the UNCT in Erbil;
• Support in preparation of all documentation for the replenishment of office petty cash;
• Maintenance of the filing system (hard copy and electronic) ensuring safekeeping of confidential materials;
• Liaise with UNDP Country Office and UN Women Regional Office on administrative and operational matters as required;
• Extraction of data from various sources;
• Translation of simple correspondences, when needed;
• 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 office budget, provision of information for audit.

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

• Assume the role of Assets’ Focal Point;
• 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.

Supports 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.

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 facilitating 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;
• Informed and transparent decision making.

Required Skills and Experience

Education:

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

Exzperience:

• 4 years of relevant experience in administration, procurement or programme support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems;
• UN Experience is considered an asset. 

Language:

• Fluency (both oral and written) in English, Kurdish and Arabic essential.