Duties and Responsibilities
• Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies
• 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.
• Providing inputs for preparation of budget, provision of information for audit;
• Provide administrative support to office and assets management
• Support Procurement Case Manager or Buyer in preparation of POs by submitting full set of necessary supporting documents;
• Supporting Procurement Case Manager in the procurement processes including helping with the preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• Maintain records on assets management and prepare required reports;
• Maintain files and records relevant to office premises and related maintenance;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required.
• Provide general contract monitoring support to the project implementation in:
• Monitoring the timely submission of deliverables and timely processing of payments under project special service agreements and institutional contracts;
• Regular updating the project main register of contracts and payments;
• Compiling necessary documents for hiring of new or amending contracts of current consultants or companies;
• Gathering necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass forms, vouchers
• 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
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.
