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.
UN Women is implementing various initiatives that require strong operational and administrative support to ensure effective delivery. One such initiative is the South Sudan Womenโs Social and Economic Empowerment Project (SSWSEEP), which aims to eliminate discrimination against women and girls, promote womenโs empowerment, and support the achievement of gender equality across all spheres of development, human rights, and peace and security.
To enhance the efficiency of operations under this project and the broader office functions, UN Women seeks to recruit an Administrative Assistant. The Administrative Assistant will play a critical role in ensuring smooth day-to-day administrative and logistical support to the SSWSEEP Programme Manager and the entire project team. The position is central to maintaining effective operations and promoting a results-oriented, client-focused, and high-quality service environment.
Under the supervision of theย Programme Manager, SSWSEEP, 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 delivers through a client-focused, quality, and results-oriented approach. The Administrative Assistant works in close collaboration with the programme and projects personnel and the Operations team to ensure consistent service delivery
Key Functions and Accountabilities:
Provide general administrative and logistical, and operational support to the Office and the Programme Manager SSWSEEP
Assist in protocol maintenance and information flow for all related travels; Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards, and other documents, and collect information for DSA, as required; Provide administrative support for conferences, workshops, and retreats; Provide administrative support to property management;. Maintain a filing system, ensuring safekeeping of confidential materials.ยProvide administrative support to the office and asset management:
Monitor and maintain office stationery supplies, including maintenance of the stock list of stationery, distribution of stationery, and keeping a log of distribution, as required; Maintain records on asset management and prepare required reports; Maintain files and records relevant to the office premises and related maintenance; Perform Buyer role in the Quantum system and prepare Purchase Orders; Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.ยProvide administrative support for the implementation of Human Resources services:
Create and upload vacancy announcements, compile matrices, organize interview panels, and perform other tasks, as assigned; Maintain staffing lists and reports, as required; Perform the duties of Leave Monitor.ยProvide administrative support to knowledge building and knowledge sharing:
Facilitate training for the operations/projects staff on administration.ยCompetencies :
Core Values:
Integrity; Professionalism; Respect for Diversity.Core Competencies:
Awareness and Sensitivity Regarding Gender Issues; Accountability; Creative Problem Solving; Effective Communication; Inclusive Collaboration; Stakeholder Engagement; Leading by Example.Please visitย this linkย for more information on UN Womenโs Values and Competencies Framework:ย
Functional Competencies:
Ability to administer administrative processes and transactions; Ability to perform work of a confidential nature and handle a large volume of work; Good knowledge of administrative rules and regulations; Good IT and web-based management skills.ยRecruitment Qualifications:
Education and Certification:
Completion of secondary education is required; ย Bachelorโs degree in business administration or a related field is desirable.ยExperience:
At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service; Experience in the use of computers and office software packages (MS Word, Excel, etc.) is required; Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.ยLanguage:
Fluency in English is required; Knowledge of Arabic is desirable Working knowledge of another official UN language is desirable.Application:
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from ย https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.docย 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.
Statements :
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,ย and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age,ย ability, national origin,ย 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 toย UN Womenโsย policiesย and proceduresย andย theย standardsย of conduct expected of UN Women personnelย 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.)
Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.