Country Office Administrative Assistant



Advertised on behalf of :

Location : Kyiv, UKRAINE
Application Deadline :08-Nov-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)
16-Dec-2019
Expected Duration of Assignment :12 months with possibility of extension

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 Ukraine UN Women works with the government, parliament and civil society in advancing gender equality through implementation of the national and international commitments on gender equality and women’s human rights. UN Women Ukraine implements interventions towards the realization of following strategic goals: elimination of violence against women and girls; implementation of women, peace and security agenda and gender responsive governance. UN Women works closely with the UN Country Team in integration of women’s rights and gender equality in all spheres of UN work.

Under the overall guidance and supervision of the Operations Manager, Administrative Assistant contributes to the effective management of the UN Women Office, concentrating on administrative support to the Country Office and assistance to the UN Women Representative. The Administrative Assistant supports the office by performing a variety of standard administrative processes ensuring high quality and accuracy of work. S/he promotes a client-oriented, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Programme and Operations teams to ensure consistent service delivery.

Impact of results:

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


Duties and Responsibilities

Summary of key functions:

  • Support implementation of operational strategies
  • Support to UN Women Representative’s office
  • 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 by:

  • Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies;
  • Provision of inputs to the project’s 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.

General assistance to the UN Women Country Office and the Representative by:

  • Efficient and discreet management of  the Representative’s working schedule;
  • Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
  • Ensuring adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
  • Draft routine correspondence, interoffice circulars, general briefing notes, prepare incoming correspondance for revision of the Representative; translation of documents when required;
  • Facilitating smooth documentary workflow, maintain all necessary documents and ensure their proper filing.

Ensure effective provision of administrative and logistical support by:

  • Ensuring that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national staff are properly and timely authorized and processed;
  • Providing administrative and logistical support in preparation of missions, conferences, workshops;
  • Providing inputs for preparation of budget, provision of information for audit;
  •  Assisting in organization of shipments, mailing of documents for UN Women;
  • Participation in data collection, analysis and maintenance of projects related database and files; maintaining accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials;
  • Participation in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes;
  •  Support Buyer in preparation of Purchase Orders (POs) by submitting full set of necessary supporting documents;

Support to office maintenance and assets management by:

  • Acting as Alternate Asset Focal Point, maintenance 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;

Support to knowledge building and knowledge sharing by:

  • Provision of necessary administrative support for effective knowledge management and sharing;
  • Facilitation/conduction of trainings for the operations/projects staff on administration;
  • Providing sound contributions to knowledge networks and communities of practice.

Measurable outputs of the work assignment:

Timely and quality administrative services provided to the Representative’s office and the UN Women team.

PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS:

  • Quality of work;
  • Relations with colleagues and ability to be an effective team player;
  • Initiative;
  • Technical Skills;
  • Knowledge of required procedures;
  • Communication and listening skills.


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

  • Demonstrates commitment to UN’s mission, vision and values ;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrates corporate knowledge and sound judgment;
  • Self-development and initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Managing conflict;
  • Learning and sharing of knowledge and encourage the learning of others;
  • Informed and transparent decision making.

FUNCTIONAL COMPETENCIES

  • Basic research and analytical skills;
  • Results-Based Approach;
  • Strong communication skills;
  • Client orientation;
  • Quality Assurance;
  • Self-Management and emotional intelligence;
  • Strong interpersonal skills and ability to work effectively with minimum or no supervision as well as part of a team;
  • Strong organizational and time management skills;
  • Familiarity with UN/UNDP procedures and experience with ATLAS would be an asset;
  • Job Knowledge/Technical Expertise;
  • High level of creativity and excellent writing skills;
  • Ability to identify problems and proposes solutions.


Required Skills and Experience

Education:

  • BA /BSc degree in Business Administration, Bachelor of Commerce, Human Resources, Finance, Social Sciences, International Relations and any other related fields.

Experience:

  • Min three (3) years (with Bachelor degree) of relevant experience (in administration and/or programme support service or other related field).
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).
  • Experience in handling of web based management systems (ERP systems) would be an advantage.
  • Experience of working in international organizations/projects will be considered as an advantage.

Language Requirements:

  • Fluency in oral and written English, Ukrainian and Russian languages.

The UN Women Ukraine is committed to workforce diversity. Women and men with disabilities, other ethnic or religious minorities, persons living with HIV, IDPs, refugees legally entitled to work in Ukraine, are particularly encouraged to apply.

UN Women Personal History Form (P11) must be completed, signed, and attached as part of the online application. P11 can be downloaded here - http://eca.unwomen.org/en/about-us/employment.


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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