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.
Placing women’s rights at the center of all its efforts.
Under the
guidance and oversight of the supervisor, the Administrative Associate
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.
Job Title: Administrative Associate
Location : |
Abuja, NIGERIA |
Application Deadline : | 30-Apr-15 |
Type of Contract : | FTA Local |
Post Level : | GS-6 |
Languages Required : |
English |
Starting Date : (date when the selected candidate is expected to start) | 01-Jul-2015 |
Duration of Initial Contract : | One Year |
Expected Duration of Assignment : | One year with possibility of extension |
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Functions / Key Results Expected
Summary of Key Functions:
- Implements operational processes;
- Organization of procurement processes;
- Support to HR implementation services;
- Logistical and general administration support;
- Supports knowledge building and knowledge sharing.
Implements operational processes:
- Facilitates full compliance of administrative activities with UN Women rules, regulations, policies and strategies;
- Provide
inputs to the Nigeria Country Office administrative business processes
mapping and implementation of the internal standard operating procedures
(SOPs);
- Provide inputs to the preparation and implementation of the Operations team results-oriented work plans.
Organizes procurement processes:
- Contribute to the preparation of procurement plans for the office and their implementation monitoring;
- Generates procurement related reports; researches and drafts responses to enquiries for clearance by the Operation Manager;
- Review
procurement requests and initiate procurement procedures for office and
project equipment, supplies and services in a transparent and cost
effective manner;
- Organize procurement activities and processes,
including preparation and conduct of RFQs, ITBs or RFPs, opening and
evaluation of tenders, coordinate contract negotiations (as required),
prepare request for award of contract for the review and approval of
relevant authorities, in full compliance with UN Women regulations and
rules;
- Prepare Purchase orders and contracts in and outside
Atlas including preparation of Recurring Purchase orders for contracting
of services, and create vendor profiles in Atlas;
- Under
guidance conducts reviews of procurement processes conducted by
projects; submissions to the Regional Acquisition Management Review
Committee (RAMRC), and Acquisition Management Review Committee (AMRC);
- Facilitates
implementation of the internal control system, and prepares and
dispatches Purchase Orders. Timely corrective actions on POs with errors
(e.g. POs with budget errors, match exceptions, unapproved POs etc.),
and provide timely information and response to relevant department to
resolve the issues.
Support to HR implementation services:
- Support
in the provision of HR services in the area of recruitment including
vacancy announcement, organizing interview panels etc;
- Provide
support in personnel administration for international and national staff
as appropriate (e.g. renewal of UNLPs, visas, extension of contracts,
administration of national benefits and allowances, administration of
home leave entitlements, etc);
- Maintain staffing lists and reports as required;
- Assume overall responsibility for attendance and leave management monitoring;
- Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Supervisor.
Logistical and general administration support:
- Support
organization of shipments, customs clearance arrangements, preparation
of documents for UN Women shipments (received/sent);
- Perform a Buyer role in Atlas and preparation of POs for travel activities;
- Make
travel arrangements including preparation of travel authorizations,
hotel arrangement, processing requests for visas, identity cards and
other documents;
- Provide administrative support to conferences, workshops, retreats;
- Support
collection of information for DSA, travel agencies and other
administrative surveys, support to organization of common services;
- Provide necessary administrative support to maintenance of premises and common services.
Supports Knowledge building and knowledge sharing:
- Provide
administrative support in the organization of trainings for the
operations/ projects staff on administrative related matters;
- Compilation of lessons learnt and best practices in Procurement;
- Make sound contributions to knowledge networks and communities of practice.
Impact of Results
The
key results have an impact on the overall effectiveness of the
administrative services and operational strategies. Accurate analysis
and presentation of information, duly organized administrative processes
ensure client satisfaction and overall timely delivery of UN Women
programmes and projects.
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Competencies
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Core Values/Guiding Principles
Integrity:
- Demonstrate
consistency in upholding and promoting the values of UN Women in
actions and decisions, in line with the UN Code of Conduct.
Professionalism:
- Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
- Demonstrate
an appreciation of the multicultural nature of the organization and the
diversity of its staff. Demonstrate an international outlook,
appreciating difference in values and learning from cultural diversity.
Core competencies
Ethics and Values:
- Demonstrate and safeguard ethics and integrity.
Organizational Awareness:
- Demonstrate corporate knowledge and sound judgment.
Development and Innovation:
- Take charge of self-development and take initiative.
Work in teams:
- Demonstrate
ability to work in a multicultural, multi ethnic environment and to
maintain effective working relations with people of different national
and cultural backgrounds.
Communicating and Information Sharing:
- Facilitate and encourage open communication and strive for effective communication.
Self-management and Emotional Intelligence:
- Stay
composed and positive even in difficult moments, handle tense
situations with diplomacy and tact, and have a consistent behavior
towards others.
Conflict Management:
- Surface
conflicts and address them proactively acknowledging different feelings
and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
- Encourage learning and sharing of knowledge.
Appropriate and Transparent Decision Making:
- Demonstrate informed and transparent decision making.
Functional competencies
- Ability to administer and execute administrative processes and transactions;
- Ability to extract, interpret, analyze data and resolve operational problems;
- Ability to perform work of confidential nature and handle a large volume of work ;
- Ability to support a team and team building skills;
- Good knowledge of administrative rules and regulations;
- Strong IT skills;
- Focuses on result for the client and responds positively to feedback;
- Ability to handle web-based management systems;
- Attention to detail;
- Excellent knowledge of office software packages;
- Strong organizational and planning skills;
- Strong focus on client service; ensuring impact and results for client;
- Produces quality outputs in a timely manner;
- Consistently approaches work with energy and a positive, constructive attitude;
- Ability to work well under pressure, and to meet deadlines.
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Required Skills and Experience
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Education:
- Secondary education;
- Undergraduate degree in Business Administration or related fields is desirable but not a requirement.
Experience:
- 6 years of relevant experience in administration, procurement, HR, or logistic support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Language Requirements:
- Fluency in English is required;
- Knowledge of official national language essential.
Application Information:
Click Here to Apply
- All
applications must include (as an attachment) the completed UN Women
Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
- Kindly note that the system will only allow one attachment, scan your documents into one single file.
Applications without the completed UN Women P-11 form will be treated
as incomplete and may not be considered for further assessment.
Qualified women candidates are highly encouraged to apply.
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.
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UNDP 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.
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