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.

The Consultant reports to the UN Women Head of Office for Kazakhstan Country Office, herein after referred to as ‘Head of Office or HoO’ for general guidance and direct supervision and is responsible for providing a variety of executive administrative support to the  Head of Office, maintaining full confidentiality in all aspects of assignment and, in close coordination with the office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

Under the direct supervision of the Head of Office (or OIC)/ Programme Specialist, the consultant will be responsible for the following tasks:

Provide administrative support to the Head of Office

• Support with calendar of HoO, and schedule of appointments and meetings
• Arrange travel and hotel accommodations and other logistics;
• Maintain the contacts database; update electronic mailing lists;
• Answer and screen calls for the Office;
• Administer documents for signing by Head of Office, ensuring that the relevant clearances have been pre-obtained; and
• Support the HoO in facilitating online meetings and as required take minutes and action points for the HoO reference.

Provide effective communication and information management support

• Support in the flow of information/communication between this and other in and outside of UN Women;
• Review, prioritize and route correspondence to and from the Office and take proactive follow-up action and keep the HoO informed and up to date;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and provide editing as and when required;
• Assist in the preparation and finalization of informal translations; act as informal interpreter if required.

Provide alternate cover of administrative activities

• Provide alternate admin support cover to operations section admin assistant in non-core functions;
• Provide alternate support for events; and
• Provide alternate support for administration relating to ICF and supporting memos.

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; and
• Good IT and web-based management skills.

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

The application should contain:

• Short Letter of interest
• Completed UN Women Personal History (P11) form, that can be downloaded from http://www.unwomen.org/about-us/employment/
• Financial proposal (in KZT) - specifying an all-inclusive daily fee, and the lump sum for the envisaged number of working days (1 month - 20 working days).

Kindly note that the system will only allow one attachment, hence all supporting documents: Letter of interest, P11 form and financial proposal must be scanned as one attachment. Applications without completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. 

Required Skills and Experience