UN WOMEN Jobs - 74066- Administrative Associate

Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

Mogadishu, SOMALIA

Type of Contract :

Individual Contract

Starting Date :

01-Sep-2017

Application Deadline :

22-Aug-17 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

3 Months

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. Placing women’s rights at the center of all its efforts,

Under direct supervision of the Operations Manager (Mogadishu) and the overall guidance of CPM (Nairobi), the Administration Associate will support Somalia Programme in Nairobi and Somalia offices 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. S/he 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

Ensure effective and efficient functioning of the Somalia Programme office:

Facilitates full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
Provide inputs to the Programme Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Preparation of correspondence on behalf of the Programme Manager for his/her signature and making follow-up when required;
Maintenance of the filing system ensuring safekeeping of confidential materials.

Organizes procurement processes:

Contribute to the preparation of procurement plans for the office and their implementation monitoring;
Generates procurement related reports; researches and drafts responses to enquiries for clearance by the Operations Manager and Project Managers;
Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner;
Organize procurement activities and processes, including preparation and conduct of RFQs, ITBs or RFPs, opening and evaluation of tenders, coordinate contract negotiations (as required), prepare request for award of contract for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules;
Coordination and contract management of vendors providing support to conferences, workshops, retreats;
Prepare Purchase orders and contracts in and outside Atlas including preparation of Recurring Purchase orders for contracting of services, and create vendor profiles in Atlas;
Facilitates implementation of the internal control system, and prepares and dispatches Purchase Orders. Timely corrective actions on POs with errors (e.g. POs with budget errors, match exceptions, unapproved POs etc.), and provide timely information and response to relevant department to resolve the issues.

Support to HR implementation services:

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; etc.);
Assume overall responsibility for attendance and leave management monitoring;
Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Supervisor;
Under guidance of the supervisor and organization of local recruitment processes assist in the initial rough drafting of job description, provision of input to job classification process, vacancy announcement, screening of candidates, compilations of matrixes, participation in interview panels etc;
Maintain accurate and up to date personnel status files in a confidential and secure manner.

Logistical and General Administration Support:

Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents in the projects assigned;
Support organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent);
Perform a Buyer role in Atlas and preparation of POs for travel activities;
Provide administrative support to conferences, workshops, retreats including arranging venue, travel and hotel reservations;
Support collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
Provide necessary administrative support to maintenance of premises and common services.

Supports Knowledge building and knowledge sharing:

Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
Compilation of lessons learnt and best practices in Procurement;
Make sound contributions to knowledge networks and communities of practice.

Competencies

Core Values/Guiding Principles:

Integrity:

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

Cultural Sensitivity/Valuing diversity:

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

Core Competencies:

Ethics and Values:

Demonstrating / Safeguarding Ethics and Integrity.

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment.

Developing and Empowering People / Coaching and Mentoring:

Self-development, initiative-taking.

Working in Teams:

Acting as a team player and facilitating team work.

Communicating Information and Ideas:

Facilitating and encouraging open communication in the team, communicating effectively.

Self-management and Emotional intelligence:

Creating synergies through self-control.

Conflict Management / Negotiating and Resolving Disagreements:

Knowledge Sharing / Continuous Learning:

Learning and sharing knowledge and encourage the learning of others.

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.

Required Skills and Experience

Education:

At least a Bachelor’s degree in Business Administration or related field.

Experience:

Minimum 6 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 Requirements:

Fluency in English is required;
Knowledge of official national language is essential.