Administrative Service Officer

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.

Reporting to the Operations Manager, the Administration Services Officer supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administration Services Officer promotes a client, quality and results-oriented approach. The Administration Services Officer works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Duties and Responsibilities

Prove general administration and operations support to the Regional Office in compliance with UN Women rules, regulations, policies, and strategies

• Prepare work plan for administrative team;
• Coordinate and supervise administrative support staff in the RO;
• Coordinate and supervise shipments and customs clearance arrangements;
• Coordinate and supervise travel arrangements;
• Coordinate and facilitate the organization of conferences, workshops, and retreats;
• Coordinate the building maintenance services; prepare/renew contracts with service providers and monitor service delivery
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
• Manage and improve filing system ensuring safekeeping of confidential materials.
• Manage the petty cash of the office
• Manage fuel supply for official vehicles as well as vehicles of international staff

Coordinate and organize assets management and procurement processes

• Manage office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Provide assistance in the asset management in the office
• Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation;
• Generate procurement related reports; research and draft responses to enquiries;
• Review procurement requests and initiate procurement procedures, mostly for micro-purchasing, for office and project equipment, supplies and services;
• Organize and manage procurement activities and processes, mostly for micro-purchasing;
• Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
• Coordinate and supervise the preparation of Purchase Orders (PO) and contracts in and outside Atlas; ensure accuracy of POs;
• Assist in administering and establishing Long Term Agreements (LTAs) with UN Joint Teams.

Provide administrative support to knowledge building and knowledge sharing

• Organize trainings for the operations/ projects staff on administrative related matters;
• Compile lessons learnt and best practices in administration, procurement, and human resources;
• Brief staff members on general administrative matters; provide advice and administration support

Key performance indicator

• Adherence to UN Women rules and regulations;
• Timely and quality procurement services;
• Perform duties in a transparent and cost effective manner;
• Provide timely and quality advice to clients;
• Timely and quality reports.

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 and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Excellent knowledge of administrative rules and regulations;
• Excellent IT and web based management skills;
• Ability to extract and interpret data 

Required Skills and Experience

Education

• 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, HR, or logistic support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience with UN procedures is an asset
• Experience in the use of ATLAS is an asset

Language

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

Application

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.