UN WOMEN Jobs - 82248- Administrative Assistant (Open to Kyrgyzstan Natio

Administrative Assistant (Open to Kyrgyzstan Nationals Only)

Advertised on behalf of

UN WOMEN

Location :

Bishkek

Type of Contract :

FTA Local

Starting Date :

26-Dec-2018

Application Deadline :

11-Dec-18 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

12 month (with extension subject to performance and funds availability)

Languages Required :

English Russian

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.

Under the supervision of the UN Women Country Office Operations Manager and in close day-to-day interaction with the Programme Finance Associate and the Programme Team 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

Summary of Key Functions:

Implementation of operational strategies;
Support to effective and efficient functioning of the operations unit;
Support to administrative and logistical services;
Support to office maintenance and assets management;
Provide administrative support to the implementation of Human Resources services;
Support to knowledge building and knowledge sharing.

Attend to implementation of operational strategies, working towards achievement of the following results:

Full compliance of administrative activities with UN Women/UN(DP) rules, regulations, policies and strategies;
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Provision of inputs to preparation of administrative team results-oriented workplans.

Provide for effective and efficient functioning of the operations unit, focusing on achievement of the following results:

Contact with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Translation of simple correspondences, when needed.

Provide general administrative and logistical support to the Country 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);
Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards, accreditation cards and other documents, collect information for DSA, as required;
Provide administrative support to conferences, workshops, retreats;
Provide administrative support to property management;
Maintain filing system ensuring safekeeping of confidential materials.

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;
Maintain records on assets management and prepare required reports;
Maintain files and records relevant to office premises and related maintenance;
Provision of support to maintenance of common premises and common services;
Collection of information for DSA, travel agencies and other administrative surveys, support to 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;
Perform Buyer role in Atlas and prepare Purchase Orders;
Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Extraction of data from various sources;
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
Assistance in the preparation of budget, provision of information for audit.

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;
Maintain staffing lists and reports, as required;
Perform the duties of Leave Monitor.

Provide administrative support to knowledge building and knowledge sharing:

Facilitate trainings for the operations/projects staff on administration;
Participation in the training for the operations/projects staff on administration;
Sound contributions to knowledge networks and communities of practice.

Key Performance Indicators:

Adherence to UN Women rules and regulations;
Quality support to conferences and events;
Quality organization of files and reports;
Timely support to team;
The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UN Women as an effective contributor to the development of the country.

Competencies

Core Values:

Respect for 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;
Integrity - Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
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;
Good IT and web-based management skills;
Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
Ability to provide input to business processes re-engineering, implementation of new systems;
Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education and certification:

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

Experience:

At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service with no university degree and 4 years with a university degree;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in the use of ATLAS is an asset;
Experience with United Nations rules, regulations and procedures – desirable.

Language Requirements:

Fluency in English and Russian is required;
Working knowledge of Kyrgyz is required;
Knowledge of the other UN official working language is an asset.

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.

Attention:

All online applications must include (as an attachment) the completed 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 P-11 form will be treated as incomplete and will not be considered for further assessment.