UN WOMEN Jobs - 89587- Administrative Assistant

Administrative Assistant

Advertised on behalf of

UN WOMEN

Location :

Prishtinë/Priština, Kosovo, UNSCR 1244 (1999)

Type of Contract :

Service Contract

Starting Date :

01-Feb-2020

Application Deadline :

24-Jan-20 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

6 months with possibility of extension

Languages Required :

English

Expected Duration of Assignment :

6 months with possibility of extension

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 Head of Office the Administrative Assistant supports the Kosovo 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

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);
Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity 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;
Coordination of procurement activities acts as Asset management focal point.
Ensure customs clearance of all imported goods (if any) and proper administration of the procurement process until the final acceptance of goods/services;
Ensure that all necessary procurement related data are recorded in Atlas;
Ensure timely preparation of documentation for reporting on procurement activities;
Assist in developing and implementation of the Joint Programme Procurement Plan, identifying procurement related priorities;
Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Prepare contracts and keep regular contact with service providers for monitoring of their contracts’ terms at administrative level;
Ensure regular update of a database of contract documentation, terms of references, list of suppliers of goods and services;
Assure proper filing of all procurement related documentation.

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.

Ensures safe working conditions through adherence to UN WOMEN security management in the field and focusing on the following results:

Works closely with UNDSS to ensure security of office staff and premises, in particular, supports the implementation of UNDP MOSS/MORSS compliance;
Administers the staff security arrangements and provisions.

Provide administrative support to knowledge building and knowledge sharing

Facilitate trainings for the operations/projects staff on administration.

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.

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 - https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

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.

Required Skills and Experience

Education and certification:

Completion of secondary education is required.
Bachelor’s degree in Business Administration or related fields is an asset.
CIPS certification is considered asset.

Experience:

At least 5 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.
Experience with a UN agency is considered an asset.
Experience working in UN Security related activities is considered and asset.

Language Requirements:

Fluency in English is required.
Fluency in Serbian and Albanian language is required.
Knowledge of the other UN official working language is an asset.

Application Instructions:

All interested candidates must complete a PERSONAL HISTORY FORM (P-11). Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.

P11 including past experience in similar assignments; can be downloaded at: http://www.unwomen.org/about-us/employment

Click on the "Apply now" button.
Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in, or paste your short Resume into the last box.
Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed Personal History Form (P-11).
System will only allow one attachment. All docs (P11, academic qualifications/diploma) should be included as one attachment.