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Un Women: Administrative Associate - New York
Company | UN Women |
Address | New York, United States |
Employment type | CONTRACTOR |
Salary | |
Category | International Affairs |
Expires | 2023-09-25 |
Posted at | 8 months ago |
Background
- Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
- Maintain filing system ensuring safekeeping of confidential materials, as necessary.
- Provide administrative support to maintenance of premises and common services, as needed;
- Provide administrative support to conferences, workshops, retreats;
- Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
- Support the preparation of Purchase Orders (PO) and contracts in and outside Quantum, create vendor profiles in Quantum;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
- Generate procurement related reports; research and draft responses to enquiries;
- 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;
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
- Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
- Review procurement processes conducted by projects; submissions to the Procurement Review Committee.
- Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
- Support the drafting of vacancy announcements for TA posts;
- Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of home leave entitlements, etc.).
- Assume overall responsibility for attendance and leave management monitoring;
- Support the preparation of SSA ToRs, review SSA applications and conduct short listing, collect required documentation, prepare for HR compliance and review;
- Provide administrative support in the organization of trainings for projects staff on administrative related matters;
- Compile lessons learnt and best practices in administration, procurement, and human resources for the section.
- Timely and quality procurement services
- Provide timely and quality advice to clients
- Timely and quality reports
- Adherence to UN Women rules and regulations
- Perform duties in a transparent and cost effective manner
- Respect for Diversity
- Professionalism
- Integrity
- Effective Communication
- Leading by Example
- Accountability
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Inclusive Collaboration
- Stakeholder Engagement
- Ability to administer and execute administrative processes and transactions
- Ability to perform work of confidential nature and handle a large volume of work
- Strong IT and web based management skills
- Strong knowledge of administrative rules and regulations
- Ability to extract and interpret data
- Completion of secondary education is required;
- First level university degree in Business or Public Administration or related fields is an asset.
- At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
- Experience in the use of Quantum is an asset.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Fluency in English is required;
- Knowledge of another UN official working language is an asset.
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