Administrative Assistant

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; the achievement of equality between women and men as partners and beneficiaries of development; human rights; as well as humanitarian action and peace and security. Placing women's rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.

UN Women Programme Office in the Republic of North Macedonia in line with its priorities set in the UN Women strategic plan and in the UN Sustainable Development Cooperation Framework, is coordinating the UNCT on gender equality, supports the country on the normative commitments and is working in thematic areas of governance and national planning, ending violence against women and women, peace and security. In fulfilling its mandate, UN Women is cooperating with UN, the government and the CSOs to advocate for women’s empowerment and advancement of gender equality.

UN Women Programme office in North Macedonia is implementing the project “Promoting Gender Responsive Policies and Budgets: Towards Transparent, Inclusive and Accountable Governance in the Republic of North Macedonia”. The project is structured around two outcomes:

The Government’s public finance management and the strategic planning processes are improved to respond to the different needs of women and men as a result of effective application of gender responsive budgeting.

Civil society organizations, women, including the most vulnerable actively participate in planning and decision-making mechanisms, and their priorities are fully reflected in public policies and budgets.

The project includes activities focused on enhancing the institutionalization of Gender Responsive Budgeting (GRB) at central level and local level as well as supporting CSOs to advocate and seek accountability for gender equality commitments.

To ensure successful implementation of its annual work plan, the UN Women office is seeking to recruit an Administrative Assistant who will be required to:

• provide administrative support to the office;

• provide support in project implementation.

The Administrative Assistant will work under direct supervision of the UN Women Gender Specialist/ Head of office and Programme Analyst, in close collaboration with the UN Women project staff, experts and project partners.

Duties and Responsibilities

1. Support implementation of operational strategies

Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
Provision of inputs to the Programme Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to the preparation and implementation of administrative team results-oriented work plans.

2. Provision of administrative and logistical support

Support the Head of Office and the GRB project team in the organization of events, workshops, trainings. In particular: prepare invitation letters, prepare list of invitees, contact participants, ensure collection of all relevant documentation related to travel of participants, prepare all background materials for meetings and events including folders and other materials as needed;
Assist with the collection of offers for selection of venues, services etc., in line with UN Women procurement rules. Provide support related to the logistics and organisation of travel: draft travel mission plans, travel authorizations and logistical information and sending them for pre-approval.
Assist with obtaining security clearances for the Head of Office and programme staff;
Assist with the preparation of requests for offers and procurement of office supplies and day-to-day running of the office;
Acts as HR focal point and Supports the recruitment of in accordance with recruiting rules and regulations;
Drafting and compiling the requested documents for Micro-purchasing and issuing Request for quotes (RfQ) and Request for Proposals (RfP)
Drafting and creating payment requests for pre-approval.
Keep records and file all documents related to logistics and procurement; Support with filing system in the office and ensure documentation as per UN Women rules and guidelines;
Drafts minutes of meetings
Any other responsibilities as per this ToR as assigned by the supervisor.

3. Support to office maintenance and assets management

Maintenance of records on assets management and preparation of required reports.
Provision of support to maintenance of premises and common services.
Maintenance of files and records relevant to office premises and related maintenance.
Custodian of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

4. Support the implementation of the project “Promoting Gender Responsive Policies and Budgets: Towards Transparent, Inclusive and Accountable Governance in the Republic of North Macedonia”

Provide support in day to day implementation of the project;
Participate in meetings, training sessions, conferences and public promotion of the project;
Assist panels composed for the recruitment of individuals or evaluations of proposals, communicate with vendors, prepare minutes, collect and draft relevant contract documentation;
Participate in external and internal meetings, including staff meetings, and prepare reports/minutes;
Provide assistance with English – Macedonian translation, as needed.

5. Perform other administrative tasks as assigned by supervisor

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.

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:

Min five (5) years (with Secondary education), or, min three (3) years (with Bachelor Degree) of relevant progressively responsible experience in administration, procurement, or logistic support service.
Experience in support of programmatic work on gender mainstreaming or sustainable development is an asset.
Experience in the advance usage of computers and office software packages (MS Word, Excel, etc.).
Experience in the use of ATLAS and other web based systems is an asset.
Experience in working with UN and/or other international organizations is an asset

Language Requirements:

Fluency in English and Macedonian is required.

Open to national citizens.