UN WOMEN Jobs - 72530- Administrative Assistant (Open to Fijian Nationals

Administrative Assistant (Open to Fijian Nationals Only)

Advertised on behalf of

UN WOMEN

Location :

Suva, FIJI

Type of Contract :

FTA Local

Starting Date :

01-Jul-2017

Application Deadline :

05-Jun-17 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One (1) year

Languages Required :

English

Expected Duration of Assignment :

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 of the Operations Manager and direct supervision of the HR Associate with dotted line reporting to the Administrative Associate, the Administrative Assistant supports the Office Operations Unit by performing a variety of standard human resources and 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 including Field Office/s 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 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 MCO 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, organizing interview test, prepare interview folders, contacting shortlisted candidates for test and interview, reference check, preparing regret letters;
Manage and maintain ICs / SSAs consultancy roster, staffing list and reports as required including maintenance of the filing system ensuring safekeeping of confidential HR files;
Perform the duties of Leave Monitor;
Coordination of protocol covering work exemption, work permits, and visas i.e. international staff, Consultants / Volunteers including government ID cards
Ensuring staff, consultants and volunteers’ arrival and onboarding formalities and processes are in order;
Support coordination of full recruitment process i.e. TOR, classification, advertisement, longlisting, shortlisting, written test, interviews, medical, and issuance of Contractual Agreement under Consultancy Services i.e. ICs / SSAs.

Provision of administrative and logistical support:

Performance as an Alternate Buyer role in Atlas and preparation of all POs and vendor uploads;
Prepares e-Requisition for all ICs / SSAs contracts and travel;
Arrangements of travel including preparation of travel authorizations as and when required;
Administrative support to conferences, workshops, retreats;
Preparation of monthly certification on E-Requisition in Atlas;
Provide back-stopping role to Buyer.

Support to knowledge building and knowledge sharing:

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

Impact of Results:

The key results have an impact on the efficiency of the Unit and of the MCO. Timely delivery of services and accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women.

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:

Completion of secondary education is required.
Undergraduate degree in Business Administration or related fields is desirable; but not a requirement.

Work Experience:

5 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.).

Language Requirements:

Fluency in English is required.
Working knowledge of another UN official language is an asset.