Background

Duties and Responsibilities

• Implementation of operational strategies and support to effective and efficient functioning of the unit (DED's office/operations unit/ administrative unit);
• Support to administrative and logistical services;
• Support to office maintenance and assets management;
• Support to knowledge building and knowledge sharing.

• Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to established rules, regulations, policies and strategies and that inventory procedures are complied with.

• Contacts with visitors and staff, arrangement of appointments and meetings, screening telephone calls;
• Professional image, excellent telephone etiquette and ability to deal with officials at all levels tactfully and discreetly;
• Serve as the focal point to coordinate UNIFEM's emergency phone and address listing;
• Registers, classifies and routes incoming correspondence, documents and other materials to the appropriate staff member(s) using an electronic registry system;
• Maintain a database of relevant contacts including vendors, diplomatic missions, UN agencies security focal points, etc.

• Organization of shipments, customs clearance arrangements, preparation of documents for UNIFEM shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
• 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;
• 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;
• Custodian for management of office stationery supplies including maintenance of stock list of stationer; distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• 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 Section;
• Serve as the focal point to coordinate UNIFEM's emergency phone and address listing;
• Deliberate and pro-active approach to all HQ facility related requests from Supervisor;
• Maintain accurate recording and monitoring of staff movements on floor plans, security and phone list;
• Support UNIFEM's Security Focal Points (SFP). At least once a month, updates an emergency contact list of staff (including home address and cell phone numbers, etc) and forwards updated information to UNIFEM Executive Director, Deputy Directors and Chief of Finance, Procurement and Administrative and Office Manager;
• Provide support to the Finance Unit in the verification of purchases.  Maintain complete records of all purchase orders and invoices for monitoring purposes;
• Administers credit card monitoring services for the Chief of Finance, Procurement and Administrative Services. The purpose is to record the person requesting, vendor's name, transaction date, goods received, and charged amount on a monthly basis.

• Maintenance of records on assets management, preparation of report;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common services;
• Assistance in the preparation of assets/inventory list, provision of information for audit.

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

Competencies

• Demonstrates commitment to UNIFEM's mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Knowledge Management and Learning

• Shares knowledge and experience;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Strong IT skills, knowledge of Atlas;
• Ability to provide input to business processes re-engineering, implementation of new systems.

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

Required Skills and Experience

• Secondary education.  Certification in administration desirable.

• 5 years of relevant experience in administration 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.
  

• Fluency in English.