Administrative Associate



Advertised on behalf of :

Location : Harare, ZIMBABWE
Application Deadline :30-Nov-22 (Midnight New York, USA)
Time left :3d 3h 6m
Additional Category :Gender Equality
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Jan-2023
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.

Reporting to the Deputy Country Representative/ Operations Manager, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.


Duties and Responsibilities

1. Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies

  • Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
  • Provide administrative support to conferences, workshops, retreats;
  • Provide administrative support to maintenance of premises and common services, as needed;
  • Maintain filing system ensuring safekeeping of confidential materials, as necessary.

 

2. Coordinate and organize procurement processes

  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
  • Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
  • Generate procurement related reports; research and draft responses to enquiries;
  • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
  • Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
  • Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
  • Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
  • Review procurement processes conducted by projects; submissions to the Procurement Review Committee.

 

3. Coordinate and organize administrative Human Resources services

  • Create and upload vacancy announcements and organize interview panels;
  • Maintain staffing lists and reports;
  • Assume overall responsibility for attendance and leave management monitoring;
  • Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
  • Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager/ Deputy Country Representative.

 

4. Provide administrative support to knowledge building and knowledge sharing

  • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
  • Compile lessons learnt and best practices in administration, procurement, and human resources.

 

Key Performance Indicators

  • Adherence to UN Women rules and regulations;
  • Timely and quality procurement services;
  • Perform duties in a transparent and cost effective manner;
  • Provide timely and quality advice to clients;
  • Timely and quality reports


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

 

Functional Competencies

  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong knowledge of administrative rules and regulations;
  • Strong IT and web based management skills;
  • Ability to extract and interpret data


Required Skills and Experience

Education and certification:

  • Completion of secondary education is required;
  • Bachelor’s degree in Business or Public Administration or related fields is an asset.
  • CIPS 3 certification or higher is an asset

 

Experience:

  • At least 6 years of progressively responsible experience in administration, procurement, HR, 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.

 

Please attach a completed P11 to your application. Kindly 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 .

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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