UN Women

Programme Administrative Assistant

Admin & Office Jobs
Salary
Negotiable

Job Description

Under the supervision of the Administrative Associate, the Programme Administrative Assistant supports the Office Operations by performing a variety of standard administrative and programme processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Programme Administrative Assistant works in close collaboration with the Country Representative, the Deputy Country Representative, the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

Provide effective communication and information management support to the Country Representative’s Office
Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative informed;
Respond to and/or direct inquiries to appropriate units for timely action/response;
Draft routine correspondence and interoffice circulars;
Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

Provide support to the Country Representative Office’s external relations activities
Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
Meet and greet officials/visitors;
Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.


Provide executive support to the UN Women Country Representative
Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
Arrange travel and hotel accommodations for the UN Women Country Representative;
Answer and screen calls for the Country Representative with tact and discretion;
Maintain roster of Country Office contacts.

Provide general administrative and logistical support to UN Women Country Representative, the Deputy Country Representative and 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 for meetings, events, and workshops;
Organize and attend meetings, prepare minutes and summaries;
Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other key events.
Maintain filing system ensuring safekeeping of confidential materials.

Provide administrative support to the Programme Unit
Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
Make travel arrangements for the Programme Team, including travel requisitions and claims;
Draft minutes in meetings, as delegated;
Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
Create requisitions in Atlas for development projects as necessary; register good receipts in Atlas.
Organize and coordinate filing of documents; maintain mailing lists.

Provide administrative support to office
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 files and records relevant to office premises and related maintenance;
Support the procurement Unit with procurement processes, as required
Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

Provide administrative support to knowledge building and knowledge sharing
Provide administrative support for effective knowledge management and sharing within the office and other offices
Build and share knowledge and experience related to administrative and operations support.

Key Performance Indicators

Timely and quality support to the Country Representative
Quality presentation of information
Quality and timely organization of conferences, events/meetings
Adherence to protocol
Adherence to UN Women rules and regulations;
Quality organization of files and reports;
Timely support to team.

Qualifications and Experience

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.

Experience:

At least 5 years of progressively responsible experience in administration, procurement, 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.

Language Requirements:

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

How to Apply

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