Administrative Assistant (Open to Moldova Nationals Only)



Advertised on behalf of :

Location : Chisinau, MOLDOVA
Application Deadline :15-Apr-16 (Midnight New York, USA)
Additional Category :Management
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
16-May-2016
Duration of Initial Contract :one year (renewable)
Expected Duration of Assignment :one year (renewable)

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 guidance and supervision of the Operations Manager, 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

Summary of Key Functions: 

  • Support implementation of operational strategies;
  • Support implementation of HR Services;
  • Provision of administrative and logistical support;
  • Support to office maintenance and assets management;
  • Support to knowledge building and knowledge sharing.

Support implementation of operational strategies:

  • Support 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 the preparation and implementation of administrative team results-oriented work plans.

Support implementation of HR Services:

  • Support implementation of HR services with full compliance with HR rules, regulations, policies and strategies;
  • Assist in HR services such as vacancy announcement, compilations of matrixes, organizing interview panels etc.;
  • Maintain staffing lists and reports as required;
  • Perform the duties of Leave Monitor. Daily monitor attendance and leave records of CO staff. Control the project personnel attendance records and leave plans;
  • Preparation of contracts (SSAs, SCs);
  • Timely issuance/extension of the UN LP, diplomatic cards for international staff, medical insurance policies for local personnel;
  • Input, track and maintain a proper filing system related to recruitment, contracts, and leave records of personnel including renewal of contracts, promotions, terminations, reclassification, and changes in pay grade. Keep personnel files orderly, securely and up-to-date.

Provision of administrative and logistical support:

  • Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent),
  • Performance of a Buyer role in Atlas and preparation of POs for travel activities;
  • 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;
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
  • Maintenance of the filing system ensuring safekeeping of confidential materials;
  • Assistance in the preparation of budget, provision of information for audit.

Support to office maintenance and assets management:

  • Maintenance of records on assets management and preparation of required reports;
  • Provision of support to maintenance of premises and common services;
  • Maintenance of files and records relevant to office premises and related maintenance;
  • 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.

Support to knowledge building and knowledge sharing:

  • Provision of necessary administrative support for effective knowledge management and sharing within the Unit;
  • Participation in the training for the operations/projects staff on administration;
  • Sound contributions to knowledge networks and communities of practice.


Competencies

CORE VALUES / GUIDING PRINCIPLES

  • Integrity: 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.

FUNCTIONAL COMPETENCIES

  • Ability to administer and execute administrative processes and transactions;
  • Ability to extract, interpret, analyze data and resolve operational problems;
  • Ability to perform work of confidential nature and handle a large volume of work ;
  • Ability to support a team and team building skills;
  • Good knowledge of administrative rules and regulations;
  • Strong IT skills;
  • Focuses on result for the client and responds positively to feedback;
  • Ability to handle web-based management systems;
  • Attention to detail;
  • Excellent knowledge of office software packages;


Required Skills and Experience

Education:

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

Experience:

  • 5 years of relevant experience in administration, procurement, HR, or logistic support service;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

  • Fluency in English and Romanian is required;
  • Competence in one or more of the other minority languages relevant for Moldova, including Russian, Gagauz, Ukrainian, Bulgarian or other languages is an asset.

Application:

  • All applications must include (as an attachment) the 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. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.



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