UN WOMEN Jobs - 80403- Administrative Assistant

Administrative Assistant - Yemeni Nationals Only

Advertised on behalf of

UN WOMEN

Location :

Sana'a, YEMEN

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

23-Aug-18 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

One year with possibility of extension

Languages Required :

Arabic 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.

UN Women established its presence in Yemen in Dec 2014 working in close collaboration with the UN system providing coordination and programme support to strengthen the UN response to addressing national priorities for gender equality and women’s empowerment, in line with UN Women’s strategic vision. UN Women in Yemen has recently entered into a partnership with several partners to provide humanitarian assistance to vulnerable women as well as improve the resilience of population in Yemen with development support.

UN Women in Yemen is seeking to recruit an Administrative Assistant to assist its work on the ground in the country under the direct supervision of UN Women Operations Associate and overall guidance of UN Women Country Programme Manager in Yemen.

The Administrative Assistant will be responsible for supporting the implementation of UN Women Yemen Country Programme (CP) portfolio. She/he will work in close collaboration with UN Women Operations and Programme staff as well as with other UN agencies’ staff to exchange information and ensure consistency of service delivery.

Duties and Responsibilities

Under the direct supervision of the UN Women Operations Associate and overall guidance of UN Women Country Programme Manager in Yemen, the Administrative Assistant will undertake the following tasks:

Ensure implementation of operational policies, strategies, regulations, and procedures, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies related to finance, procurement, asset management, and office management;
Provision of inputs to the Country Office/ Country Programme 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;
Support management of administrative supplies, office equipment, and updating the inventory of items in collaboration with the CO and ROAS.

Provide administrative support to Operation and Programme Units, focusing on achievement of the following results:

Creation of requisitions in Atlas for projects and registration of goods receipts in Atlas;
Making a budget check for requisitions, POs, payments, and vouchers, ensuring that vouchers processed are matched and completed, transactions are correctly recorded;
Assist in the follow up on deadlines, commitments made, and actions taken;
Assist programme staff to prepare periodic financial reports;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Translation of simple correspondences, when needed;
Support the implementation of HR Services, maintain staffing lists, the timesheets, leave monitor and reports as required.

Provide effective administrative and logistical support, focusing on achievement of the following results:

Provide administrative support for the organization of conferences, workshops, training, technical meetings, seminars, retreats, among others, including arrangements related to travel, transportation and national and international lodging;
Collection of information for DSA, travel agencies and other administrative surveys;
Support for the organization of common services;
Arrangement of vehicle transportation, regular vehicle maintenance, and insurance;
Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
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;
Maintenance of the filing system ensuring safekeeping of confidential materials;
Assistance in the preparation of the budget, provision of information for donor verification missions and/ or audit;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to supervisor;
Any other responsibilities/functions deemed necessary by the supervisor/or senior manager to meet the level of the services in the organization.

Support travel management processes for CO/CP, focusing on achievement of the following results:

Process DSA, travel claims and other entitlements, ensuring budget matching according to COA;
Ensure implementation of cost-saving measures through negotiation with travel service provider, the arrangement of the most economical route and appropriate itinerary;
Follow-up with the contracted travel agent to ensure the provision of high-quality professional service and most competitive price;
Make arrangements for travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
Provision of information to the staff on travel including entitlements travel route and hotel arrangement;
Make arrangements for the security clearance when required and provide support for compliance of security rules and regulations (for premises and staff);
Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN, and visitors, ensuring that the travel arrangement follow the UN rules of the most direct route and most competitive prices;
Processing requests for visas for all UN travelers, as well as requests for Resident/Work Permit;
Acting as UN Women Focal Point with UNHAS;
Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary;
Processing of application and renewal of UNLP for UN staff;
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOPs;
Reconciliation of settlements to be paid by the Finance Unit.

Provide support to office and equipment maintenance, focusing on achievement of the following results:

Maintenance of records on asset management and preparation of reports;
Maintenance of files and records relevant to office;
Maintain proper filing system of financial records and documents – hard and soft copies - ensuring safekeeping of confidential materials;
Provision of support for the maintenance of common premises and common services.

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

Participation and support for training of UN Women Operation and Programme staff on operational strategies, policies, regulations, and procedures;
Sound contributions to knowledge networks and communities of practice.

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.

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competencies

Ability to administer and execute financial and accounting 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 financial rules and regulations;
Good IT and web-based management skills;
Focuses on result for the client and responds positively to feedback;
Ability to prioritize work and to multitask;
Attention to detail;
Good knowledge of UN Women and the UN system.

Required Skills and Experience

Education

Bachelor’s degree in Finance, Accounting, Business Administration, Social Sciences or related fields is required.

Experience

Minimum 3 years of relevant administrative/project or programme experience at the national or international level is required;
Experience in the usage of computers and office software packages (MS Word, Excel, Access etc) is required;
Experience in handling of web-based management systems including ATLAS will be an added advantage.

Language

Fluency in written and spoken English and Arabic is required.

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.