Administrative Associate

Job Posting Organization:
UN Women was established in July 2010 by the United Nations General Assembly as part of the UN reform agenda. Its mission is to advocate for gender equality and the empowerment of women globally. UN Women combines the efforts and resources of four previously distinct parts of the UN system that focused on gender equality and women's empowerment. The organization operates in multiple countries around the world, working towards the elimination of discrimination against women and girls, and promoting women's rights in development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. UN Women is committed to creating a diverse and inclusive environment, ensuring that all employment decisions are made based on qualifications, competence, integrity, and organizational need.

Job Overview:
The Administrative Associate position within the Peace, Security and Resilience Section of UN Women is crucial for supporting the office operations and ensuring the smooth functioning of administrative processes. Reporting to the Operations Analyst, the Administrative Associate is responsible for a variety of standard administrative tasks that require a high level of accuracy and quality. This role promotes a client-oriented approach and involves close collaboration with various teams to ensure consistent service delivery. The Administrative Associate will be expected to manage the Chief of Peace and Security's calendar, coordinate travel arrangements, organize conferences and workshops, and oversee procurement activities. Additionally, the role includes providing administrative support for human resources services, knowledge sharing, and training on administrative policies. The incumbent will also be responsible for maintaining compliance with UN Women rules and regulations, ensuring that all administrative functions align with organizational policies.

Duties and Responsibilities:

• Provide general administration and operations support to the Peace and Security Section, ensuring compliance with UN Women rules and regulations. This includes preparing work plans, coordinating leave submissions, managing travel arrangements, and organizing conferences and workshops.
• Coordinate and manage the Chief of Peace and Security's calendar, ensuring effective scheduling and prioritization of meetings. Organize weekly meetings to review priorities and maintain the team's calendar.
• Oversee administrative human resources services, including creating vacancy announcements, maintaining staffing lists, managing attendance and leave, and providing personnel administration support for both international and national staff.
• Support knowledge building and sharing by organizing training sessions on administrative policies and compiling best practices in administration and procurement.
• Perform other duties as necessary for the efficient functioning of the office and organization, demonstrating flexibility and adaptability in a dynamic work environment.

Required Qualifications:
Candidates must have a minimum of 7 years of progressively responsible experience in administration, procurement, human resources, or logistics support services. Proficiency in using computers and office software packages, such as MS Word and Excel, is required. Experience with a modern web-based ERP system, preferably Oracle Cloud, is desirable. Candidates should demonstrate a strong understanding of administrative processes and the ability to work effectively in a team-oriented environment.

Educational Background:
A completion of secondary education is required for this position. A Bachelor's degree in business administration or a related field is desirable, as it provides a strong foundation for the administrative functions required in this role.

Experience:
The position requires at least 7 years of progressively responsible experience in relevant fields such as administration, procurement, human resources, or logistics support. This level of experience is essential to ensure that the candidate can handle the complexities of the role and contribute effectively to the operations of the Peace and Security Section.

Languages:
Fluency in English is mandatory for this position, as it is the primary working language of UN Women. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is considered desirable and may enhance the candidate's profile.

Additional Notes:
This position is remote, allowing for flexibility in work location. UN Women is committed to diversity and inclusion, and all employment decisions are made based on qualifications and organizational needs. The organization has a zero-tolerance policy for conduct that is incompatible with its aims and objectives, including discrimination and harassment. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history. Applicants must ensure that all sections of the application form are completed to avoid disqualification from the recruitment process.