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 supervision of the Operations Analyst, the Administrative Assistant supports the Office Operations by performing a variety of standard 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 and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

1.       Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies

·         Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);

·         Provide administrative support to conferences, workshops, retreats;

·         Provide administrative support to property management;

·         Maintain filing system ensuring safekeeping of confidential materials.

2.       Provide administrative support to office and assets management

·         Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;

·         Conduct micro-canvassing, identify vendors, and make purchases of office equipment, furniture, and supplies

·         Maintain records on assets management and prepare required reports;

·         Maintain files and records relevant to office premises and related maintenance;

·         Perform Buyer role in Atlas: prepare Purchase Orders and Vendors;

·         Perform Case Manager role in E-Procurement system;

·         Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;

·         Monitor timely preparation and submission of Travel expenses.

3.       Provide administrative support to the implementation of Human Resources services

·         Create and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned;

·         Provide support in personnel administration for international and national staff, Service contract holders, extension of contracts, administration of national benefits and allowances; administration of home leave entitlements;

·         Maintain staffing lists and reports, as required;

·         Perform the duties of Leave Monitor;

·         Administer SSA/IC modality, advertise, make long lists against ToR criteria, prepare SSA/IC contracts for signing.

4.       Provide administrative support to knowledge building and knowledge sharing

·         Facilitate trainings for the operations/projects staff on administration.

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 administrative processes and transactions;

·         Ability to perform work of confidential nature and handle a large volume of work;

·         Good knowledge of administrative rules and regulations;

To learn more about UN Women values and competencies, please follow the link https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Required Skills and Experience

APPLICATION PROCESS:

A UN Women Personal History Form (P11) must be completed and attached as part of the online application in place of the CV/résumé.

NOTE: 
This Vacancy announcement is for Kazakh Nationals only or individuals legally authorized to work in the Republic of Kazakhstan.