Administrative Associate for Bangladesh Country Office



Advertised on behalf of :

Location : Dhaka, BANGLADESH
Application Deadline :06-Jul-19 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Sep-2019
Duration of Initial Contract :One Year (extendable based on the performance evaluation and availability of fund)

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.

In Bangladesh, UN Women supports the government implement their commitments to international normative standards on gender equality and women’s human rights. The Country Programme focuses on strengthening the national structures and mechanisms for gender mainstreaming in policies, plans and budgets; supporting efforts to prevent and eliminate violence against women; promoting women’s access to decent and safe work; promoting policies and government investment in women’s empowerment and resilience building in the context of climate change as well as other threats to peace and security. UN Women works with a range of stakeholders in Bangladesh including the government, civil society and women’s organisations, UN agencies and donors, to promote gender equality and women’s empowerment

Under the direct supervision of the Operations Manager in the Bangladesh Country Office (CO) the Administrative Officer serves as a member of the country operations team. S/he supports the Office Operations 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

  1. Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies:

  • Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
  • Arrange travel and hotel reservations, prepare travel authorizations for staff/personnel as assigned by the Line Manager;
  • Provide administrative support to conferences, workshops, retreats;
  •  Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; Overtime calculations and review of driver and messengers);
  • Provide administrative support to maintenance of premises and common services, as needed;
  • Maintain filing system ensuring safekeeping of confidential materials, as necessary.
  • Supervise administrative support team like drivers, messengers including their duty roster, performance evaluation, leave management etc.

  2. Coordinate and organize assets management and procurement processes:

  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
  • Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
  • Supervise the IT help desk person and contact person for outsourced company;
  • Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
  • Prepare purchase requisition and initiate procurement procedures for office and project equipment, supplies and services;

 3. Office lease and other service contracts management including the followings:

  • Management of lease agreement;
  • Utility services such as phone, electricity, water, sewerage;
  • Maintenance contract of the generator, printer photocopiers;
  • Vehicle insurance, servicing maintenance;
  • Vehicle fuel and mileage log maintenance;
  • Premises cleanliness maintenance;
  • Safe guarding office fixtures& fittings;

4. Provide Security support for the office:

  • Act as deputy Security Focal point and assist the Operations Manager;
  • Update staff contact detail as required and upload to share point;
  • Update UNDSS staff date and phone call tree monthly;
  • Ensure access control of the office premises;

5. Provide administrative support to knowledge building and knowledge sharing:

  • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
  • Perform any other administrative duty as assigned by the Line Manager

Key Performance Indicators:

  • Adherence to UN Women rules and regulations;
  • Timely and quality procurement services;
  • Perform duties in a transparent and cost-effective manner;
  • Provide timely and quality advice to clients;
  • Timely and quality reports.


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.

Functional Competencies:

  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong knowledge of administrative rules and regulations;
  • IT and web-based management skills;
  • Ability to extract and interpret data.


Required Skills and Experience

Education and certification:    

  • Completion of secondary education is required;
  • Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience:    

  • At least 6 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.);
  • Experience in the use of ATLAS is an asset.

Language Requirements:    

  • Fluency in English and Bangla is required;
  • Knowledge of the other UN official working language 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/en/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.


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.


If you are experiencing difficulties with online job applications, please contact erecruit.helpdesk@undp.org.

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