Job Description
| Organization | UN WOMEN – United Nations Entity for Gender Equality and the Empowerment of Women |
| Title | Administrative Support Assistant |
| Type of Contract | Individual Contract |
| Post Level : | International Consultant |
| Application Deadline | 18-Oct-21 (Midnight New York, USA) |
| Location | Khartoum, SUDAN |
| Languages | Required: Arabic English |
| Starting Date : | 01-Nov-2021(date when the selected candidate is expected to start) |
| Duration of Initial Contract | 6 months |
| Expected Duration of Assignment : | 6 months |
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.
Under the supervision of the Administrative Associate, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.
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Duties and Responsibilities
Provide general administrative and logistical support to 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 to property management;
- Maintain filing system ensuring safekeeping of confidential materials.
Provide administrative support to office and assets management
- 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 records on assets management and prepare required reports;
- Maintain files and records relevant to office premises and related maintenance;
- Perform Buyer role in Atlas and prepare Purchase Orders;
- 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
- Facilitate trainings for the operations/projects staff on administration.
Deliverables:
- Monthly report detailing what was achieved during the month.
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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
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Required Skills and Experience
Required Qualifications:
- Completion of secondary education is required;
- Bachelor’s degree in Business or Public Administration or related fields is an asset.
Experience and skills:
- At least 3 years of progressively responsible experience in administration, procurement, HR, or logistic support service
- Prior UN experience is considered a strong asset;
- A strong preference for experience with event organizing, travel coordination;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in the use of ATLAS is an asset.
Language:
- Fluency in oral and written English is required.
- Knowledge of another official United Nations language is desirable.
Please note that applications without a completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
UNWOMEN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
