- 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.
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