Administrative Associate (open for Moldova nationals only).
Vacancy Number: Pr19/01870
| Location: | Chisinau, Moldova |
| Application Deadline: |
14 Aug 2019, 23:59 (GMT+2:00)
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| Type of Contract: | FTA |
| Starting date: | 15 Sep 2019 |
| Reference to the project: |
UN Women
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| Expected Duration of Assignment: | One year, renewable |
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Submission Instructions:
This is a local position, therefore only citizens of the Republic of Moldova or other non-citizens legally entitled to work in the Republic of Moldova are eligible to apply.
Applications should be submitted on-line following this link:https://jobs.undp.org/cj_view_job.cfm?cur_job_id=86652 and should include a fully completed UN Women Personal History Form (P11) as attachment by August 14th, 2019, COB.
Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
Note:
The system will only allow one attachment, hence all supporting document e.g. P11, CV and Cover letter must be scanned as one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only qualified, shortlisted candidates will be contacted for test and interview.
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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’s presence in the Republic of Moldova has evolved from being a project-based office in 2007 to a Country Office with full delegated authority as of 2015. Currently, UN Women Moldova Country Office is implementing its Strategic Note (SN) for 2018-2022, which is aligned with the Republic of Moldova-United Nations Partnership Framework for Sustainable Development 2018-2022 and the Global Strategic Plan of UN Women. The SN 2018-2022 aims at advancing progress under the following three Impact Areas (IA): IA1: More women from diverse groups fully participate and lead in governance processes and institutions, IA2: Women have income security, decent work and economic autonomy, IA3: Public authorities, institutions and communities prevent violence against women and girls and deliver quality essential services.
Reporting to Operations Manager, 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.
Scope of work
Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and strategies:
- Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
- Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents; provide advice on travel entitlements and procedures;
- Provide administrative support to conferences, workshops, retreats;
- Provide administrative support to maintenance of premises and common services, as needed;
- Maintain filing system ensuring safekeeping of confidential materials, as necessary;
- Assist with inputs in the preparation of budget, provide information for audit.
Coordinate and organize assets management and procurement processes:
- Ensure monitoring and maintenance of office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
- Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
- Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
- Generate procurement related reports; research and draft responses to enquiries;
- Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
- 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;
- Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
- Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
- Review procurement processes conducted by projects; submissions to the Procurement Review Committee.
Coordinate and organize administrative Human Resources services:
- Support implementation of HR services in full compliance with HR rules, regulations, policies and strategies;
- Create and upload vacancy announcements, organize interview panels, prepare recruitment reports;
- Maintain staffing lists and reports;
- Assume overall responsibility for attendance and leave management monitoring;
- Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; issuance and extension of contracts, administration of national benefits and allowances; administration of home leave entitlements); maintain personnel files;
- Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.
Provide administrative support to knowledge building and knowledge sharing:
- Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
- Compile lessons learnt and best practices in administration, procurement, and human resources;
- Provide inputs to the CO business processes mapping and implementation of the internal standard operating procedures (SOPs).
Competencies
Core Values:
- Respect for Diversity
- Integrity
- Professionalism
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
Functional Competencies
- Ability to administer and execute administrative processes and transactions;
- Ability to perform work of confidential nature and handle a large volume of work;
- Strong knowledge of administrative rules and regulations;
- Strong IT and web-based management skills;
- Ability to extract and interpret data
Requirements for experience
Education:
- Completion of secondary education is required;
- University degree in Business or Public Administration or related fields is an asset.
Experience:
- 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience working in UN is an asset;
- Experience in the use of ATLAS is an asset.
Language requirments:
- Fluency in English and Romanian is required;
- Competence in one or more of the other minority languages relevant for Moldova, including Russian, Gagauz, Ukrainian, Bulgarian or other languages is an asset.
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