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.
By placing women's rights at the center of its work, UN Women leads and coordinates the efforts of the United Nations System to ensure that commitments to gender equality and mainstreaming are translated into action around the world. At the same time, it exercises substantive and coherent leadership to support the priorities and efforts of Member States, building an effective partnership with government, civil society, as well as other relevant actors.
UN Women comprehensively addresses the root causes of inequality from a perspective of transforming the systems of reproduction of gender inequalities and discrimination and with a peace-building approach around:
โข Voice, leadership and autonomy of women
โข Strengthening multilateral and regional regulatory frameworks, and laws, policies and institutions that promote gender equality at the national and subnational levels;
โข Effective participation and protection of women in all areas of the construction of Peace, Security, and humanitarian action
โข Equitable access of women to services, goods and resources;
โข Financing gender equality and women's empowerment;
โข Positive social norms, including the participation of men and boys;
โข Production, analysis and use of gender statistics; and
โข Coordination of the United Nations system for gender equality and the empowerment of women.
The Strategic Plan 2022-2025 seeks to achieve gender equality, the empowerment of all women and girls and the full realization of their human rights. The Strategic Plan is based on the Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), the Beijing Declaration and Platform for Action, United Nations Security Council Resolution 1325 on women, peace and security and subsequent Resolutions on this agenda, the Program of Action of the International Conference on Population and Development and other outcomes of relevant intergovernmental processes, such as General Assembly resolutions and conclusions. agreed upon by the Commission on the Legal and Social Status of Women. UN Women contributes to the implementation of the Regional Gender Agenda for Latin America and the Caribbean and the 2030 Agenda for Sustainable Development by placing Sustainable Development Goal (SDG) 5 on gender equality at the center of the SDGs and in coordination with all other Goals in order to ensure comprehensive progress.
Reporting to Country Representative, 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. The Administrative Associate 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.
Key Functions and Accountabilities :
1.Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies:ย
Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);ย Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;ย Provide administrative support to conferences, workshops, retreats;ย Provide administrative support to maintenance of premises and common services, as needed;ย Maintain filing system ensuring safekeeping of confidential materials, as necessary.ยย 2.Coordinate and organize assets management and procurement processes:
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;ย Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;ย ย Provide inputs to the preparation of procurement plans for the office and monitor their implementation;ย Generate procurement related reports; research and draft responses to enquiries;ย Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;ย Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;ย Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;ย Prepare Purchase Orders (PO) and contracts in and outside Quantum system, create vendor profiles in Quantum system:ย ย Review procurement processes conducted by projects; submissions to the Procurement Review Committee.ย3.Coordinate and organize administrative Human Resources services:
4.Provide administrative support to knowledge building and knowledge sharing:ย
Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;ย Compile lessons learnt and best practices in administration, procurement, and human resources.ย5.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies :
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 and execute administrative processes and transactions;ย ย Ability to perform work of confidential nature and handle a large volume of work;ย ย Strong knowledge of administrative rules and regulations;ย ย Strong IT and web based management skills;ย ย Ability to extract and interpret dataย ยEducation and Certification:
Completion of secondary education is required.ย Bachelorโs degree in Business Administration or related fields is desirable.ยExperience:
At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;ย Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;ย Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.ยLanguages:
Fluency in English and Spanish is required. Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).ยStatements :
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.
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