Programme Administrative Assistant



Advertised on behalf of :

Location : Harare, ZIMBABWE
Application Deadline :29-Nov-21 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-2
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
03-Jan-2022
Duration of Initial Contract :12 months
Expected Duration of Assignment :12 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 Programme Administrative Assistant supports the Office Operations by performing a variety of standard administrative and programme processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

 

The Programme Administrative Assistant works in close collaboration with the Country Representative, the Deputy Country Representative, the programme and projects staff and the Operations team to ensure consistent service delivery.


Duties and Responsibilities

  • Provide effective communication and information management support to the Country Representative’s Office
  • Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
  • Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative informed;
  • Respond to and/or direct inquiries to appropriate units for timely action/response;
  • Draft routine correspondence and interoffice circulars;
  • Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

 

  • Provide support to the Country Representative Office’s external relations activities
  • Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
  • Meet and greet officials/visitors;  
  • Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

     
  •  Provide executive support to the UN Women Country Representative
  • Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
  • Arrange travel and hotel accommodations for the UN Women Country Representative; 
  • Answer and screen calls for the Country Representative with tact and discretion;
  • Maintain roster of Country Office contacts.

 

  • Provide general administrative and logistical support to UN Women Country Representative, the Deputy Country Representative and 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 for meetings, events, and workshops;
  • Organize and attend meetings, prepare minutes and summaries;
  • Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other key events.
  • Maintain filing system ensuring safekeeping of confidential materials.

 

  • Provide administrative support to the Programme Unit
  • Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
  • Make travel arrangements for the Programme Team, including travel requisitions and claims;
  • Draft minutes in meetings, as delegated;
  • Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
  • Create requisitions in Atlas for development projects as necessary; register good receipts in Atlas.
  • Organize and coordinate filing of documents; maintain mailing lists.

 

  • Provide administrative support to office
  • 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 files and records relevant to office premises and related maintenance;
  • Support the procurement Unit with procurement processes, as required
  • 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
  • Provide administrative support for effective knowledge management and sharing within the office and other offices
  • Build and share knowledge and experience related to administrative and operations support.

 

Key Performance Indicators

  • Timely and quality support to the Country Representative
  • Quality presentation of information
  • Quality and timely organization of conferences, events/meetings
  • Adherence to protocol
  • Adherence to UN Women rules and regulations;
  • Quality organization of files and reports;
  • Timely support to team.


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 

Please visit this link for more information on UN Women’s Core Values and Competencies:  https://www.unwomen.org/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

 

Functional Competencies:

  • Ability to administer administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations;
  • Good IT and web based management skills.


Required Skills and Experience

Education and certification:

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

 

Experience:

  • At least 5 years of progressively responsible experience in administration, procurement, or logistic support service.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in the use of ATLAS is an asset.

 

Language Requirements:

  • Fluency in English is required.
  • Knowledge of the other UN official working language is an asset.

 

Application:

  • All applications must include (as an attachment) a completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.
  • Kindly note that the system will only allow one attachment and candidates are required to include in the P-11 form links for their previously published reports and articles completed within the last two years. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

 

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided?on the basis of?qualifications, competence, integrity and organizational need.? 

 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.? 

 

UN Women?has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.? All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)? 



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