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 center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides 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 Programme Officer, the Operations/Logistics Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Operations/Logistics Assistant promotes a client, quality and results-oriented approach. The operations assistant will also provide driver and logistical support when necessary.

The Operations/Logistics Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 

• Support to administrative and logistical services;
• Support to office maintenance and assets management;
• Logistical and driver support;
• Support to knowledge building and knowledge sharing.

Ensures Support to administrative and logistical services, 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 CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented work plans.

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;
• Support to organization of procurement processes including 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 and other programme or project activity as required.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common 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.
•  Establish and maintain proper filing systems (hard copy and electronic), including establishing a working shared area with other offices of UNWomen in Iraq;
• Liaise with UNDP Country Office and UN Women Regional Office on administrative and operational matters as required;
• Inventory control of all Erbil Country Office and Projects assets, coordination of physical verification of inventory items, and timely preparation and submission of periodic inventory reports;
• Extraction of data from various sources;
• Implementation of other operational tasks as required and at the discretion of the country representative.

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

• 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.

Provides logistical including driver support and any necessary vehicle maintenance and support services.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

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

Competencies

Core values and Guiding principles:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

 Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

• Excellent analytical skills and results orientation;
• Client oriented approach to work;
• Skills to manage relationships and communicate;
• Thorough knowledge of financial rules and regulations and accounting principles;
• Excellent knowledge and application skills of IT tools and management systems;
• Attention to detail;
• Ability to provide input to business processes re-engineering, implementation of new systems.

Required Skills and Experience

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

• 4 years of relevant experience in administration, procurement, HR, logistic or program support service;
• Experience in the use of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based finance/ management systems;
• Previous experience in the UN System is desirable but not necessary.
• Driving and security experience a necessity.

• Written and spoken fluency in English, Kurdish and Arabic.

Men and those with special needs are encouraged to apply.

UNWomen is an equal opportunity employer.