Administrative Support Assistant



Advertised on behalf of :

Location : Khartoum, SUDAN
Application Deadline :18-Oct-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
Arabic   English  
Starting Date :
(date when the selected candidate is expected to start)
01-Nov-2021
Duration of Initial Contract :6 months
Expected Duration of Assignment :6 months

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 supervision of the Administrative Associate, 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

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies

  • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
  • Provide administrative support to conferences, workshops, retreats;
  • Provide administrative support to property management;
  • Maintain filing system ensuring safekeeping of confidential materials.

Provide administrative support to office and assets management

  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
  • Maintain records on assets management and prepare required reports;
  • Maintain files and records relevant to office premises and related maintenance;
  • Perform Buyer role in Atlas and prepare Purchase Orders;
  • Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

Provide administrative support to knowledge building and knowledge sharing

  • Facilitate trainings for the operations/projects staff on administration.

Deliverables:

  • Monthly report detailing what was achieved during the month. 


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example


Required Skills and Experience

Required Qualifications:

  • Completion of secondary education is required;
  • Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience and skills:

  • At least 3 years of progressively responsible experience in administration, procurement, HR, or logistic support service
  • Prior UN experience is considered a strong asset;
  • A strong preference for experience with event organizing, travel coordination;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in the use of ATLAS is an asset. 

Language:

  • Fluency in oral and written English is required.
  • Knowledge of another official United Nations language is desirable.

Please note that applications without a completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

UN Women Personal History form (P-11) can be downloaded from http://www.unwomen.org/en/about-us/employment .

UNWOMEN 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.



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