Job Requirements
Education:
Diploma, Associate’s degree
Work experience:
2 years
Language skills:
English
Job Summary
Contract Type:
Full time
Under the immediate supervision of the Administration Associate and overall guidance of the Operations Manager, 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 Administration Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach. S/he 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.
The Administration Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach. S/he 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.
Required Skills and Experience
Education
• Completion of secondary education is required.
• Diploma in a related field
• Certificate in front desk management is added advantage.
Experience
• At least 2 years of progressively responsible experience in administration, front desk management
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.
• Experience in UN front desk management processes is added advantage.
Language Requirements:
• Fluency in English is required.
• Knowledge of the other UN official working language is an asset.
Responsibilities
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
• Full compliance with administrative activities with UN Women rules, regulations, policies, and strategies.
• Provision of inputs to the Common Services administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.
2. Ensures effective and efficient functioning of the Registry/Reception, focusing on achievement of the following results:
• Contacts with visitors and staff, arrangement of appointments and meetings, when required taking minutes.
• Compilation and preparation of the official briefing and presentation materials, background information, and documentation for meetings with new arrivals.
• Translation of simple correspondences, when needed.
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
• Assistance in organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent).
• Preparation of all necessary documentation, implementation of follow-up actions.
• Administrative and logistical support to conferences, workshops, retreats taking place in UN Women premises.
• Assistance in the arrangement of vehicle transportation, regular vehicle maintenance, and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Custodian for management of office stationery supplies including maintenance of a stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
• Extraction of data from various sources.
• Follow up on deadlines, commitments made, actions taken, and coordination of collection and submission of the reports to management.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance and utilities.
5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.