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UN Women Administrative Associate.

Vacancy Number: Ex21/02331

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.

Under the overall supervision of the Operations Manager and in close coordination with the Administrative Associate (G6), the Administrative Associate supports the Office Operations by performing a variety of administrative processes ensuring high quality and accuracy of work. The Administrative Associate applies and promotes the principles of results-based management (RBM), as well as a client and quality -oriented approach.

The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Scope of work

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Provide administrative support to conferences, workshops, retreats organized for the Country Office;
• Maintain communication with vendors upon contract signature, coordinates delivery of good/services, maintain records on receipt and distribution of goods, ensure proper documentation of processes, monitor contractors’ performance;
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
• Maintain electronic and hard filing system ensuring safekeeping of confidential materials, manages incoming and outgoing correspondence; verify correctness of the use of filling system by other units and advise on procedures;
• Provide executive and administrative support to the UN Women Country Representative.

Provide administrative support to office and assets management:

• Monitor and maintain office stationery and other supplies including maintenance of stock list, distribution of stationery and keeping a log of distribution, as required;
• Maintain records on assets management and prepare required reports;
• Provide administrative support to property management; coordinate the cleaning and other maintenance services. Maintain files and records relevant to office premises and related maintenance;
• Provide support in coordination of renovation works for the office;

Provide support to procurement and financial management:

• Perform Buyer role in Atlas and prepare Purchase Orders;
• Prepare drafts of Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, evaluation reports, submissions to Procurement Review Committees (PRC). Act as Buyer/Case Manager in the online procurement system. Provide support in organizing Local PRC.
• Provide support in clearance of the contracts for goods and services;
• Prepare documents for payments and provide inputs to tracking of expenditures;
• Provide inputs to regular month- and year-end closure reporting.

Provide administrative support to the implementation of Human Resources services:

• Provide support in organizing recruitment processes for different types of contracts: draft ToRs and Job Descriptions, create and upload vacancy announcement, compile matrixes, organize interview panels, drafts reports and submission to Compliance Review Committees
• Provide support in clearance of the contracts for individual consultancy services;
• Maintain staffing lists and reports, as required;
• Assists with preparation of documents for payments of benefits and entitlement; prepare documents for payments to retainer consultants;
• Perform the duties of Leave Monitor.

Provide administrative support to knowledge building and knowledge sharing:

• Provide inputs for the trainings for the operations/projects staff on administration;
• Provide inputs to the CO business processes mapping and draft the internal standard operating procedures (SOPs);
• Provide administrative support in the organization of learning events.  

Key Performance Indicators

• Adherence to UN Women rules and regulations;
• Quality support to conferences and events;
• Quality organization of files and reports;
• Timely support to team. 

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: 

https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637  

Functional Competencies:

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the office;
• Ability to organize and complete multiple tasks by establishing priorities;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills.

Requirements for experience

Education and certification:

• University degree in Business Administration or related fields.

Experience:

• 5 (five) years of progressively responsible experience in administration, procurement, HR, or logistic support service;
• Experience with gender equality and women's empowerment will be considered an advantage;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems Experience in the use of ERP systems, including ATLAS, is an asset;
• Experience in the UN system and agencies, international and development assistance organizations is an asset.

Language Requirements:

• Fluency in English and Romanian is required;
• Working knowledge of Russian;
• Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.