Administrative Assistant

Job Posting Organization:
UN Women is the United Nations organization dedicated to promoting gender equality and empowering women. Established to accelerate progress on meeting the needs of women and girls worldwide, UN Women operates globally, advocating for women's rights and gender equality. The organization leads and coordinates efforts within the United Nations system to ensure that commitments to gender equality translate into action. It builds effective partnerships with civil society and other relevant actors to support Member States' priorities. UN Women is committed to eliminating discrimination against women and girls and achieving equality between genders as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. The Central Asia Liaison Office, established in 2023, supports the realization of these goals through various initiatives, including the Central Asian Alliance to End Gender-Based Violence (GBV), which promotes dialogue and collaboration among stakeholders in the region to eliminate GBV and empower women and girls.

Job Overview:
The Administrative Assistant position is designed to provide high-quality administrative and coordination support to the Head of the UN Women Central Asia Liaison Office. This role is crucial for ensuring the smooth and efficient functioning of the office by managing daily operations, schedules, correspondence, and communication with both internal and external partners. The Assistant will facilitate the Head of Office’s engagement with regional and national stakeholders by organizing meetings, maintaining documentation and records, and ensuring timely follow-up on action points. This position is essential for strengthening the operational effectiveness of the Liaison Office and supporting the delivery of UN Women’s strategic priorities in Central Asia. The Assistant will be responsible for a variety of tasks that require strong organizational skills, attention to detail, and the ability to work under pressure while maintaining professionalism and discretion.

Duties and Responsibilities:
The Administrative Assistant will perform a wide range of duties, including:

• Administrative and Logistical Support: - Manage the Head of Office’s schedule, including arranging meetings, appointments, and missions. - Coordinate travel arrangements, prepare travel authorizations, and process travel claims in accordance with UN Women procedures. - Prepare meeting materials, take minutes, and ensure timely follow-up on action points. - Maintain and organize the office’s documentation, correspondence, and filing systems.
• Communication and Coordination: - Serve as a focal point for communication in Russian, Kazakh, and English, ensuring professional and accurate correspondence. - Liaise with internal and external partners to ensure timely information exchange and coordination. - Support the preparation and dissemination of official communications, announcements, and event materials.
• Content and Presentation Support: - Draft and edit documents, talking points, meeting summaries, and presentations for the Head of Office. - Design visual materials and presentations using MS Office, Canva, and other relevant tools.
• Operational and System Support: - Assist with administrative processes related to procurement, finance, and HR in coordination with the Operations team. - Support the use of UN Women corporate systems (such as Quantum, GST, etc.), as applicable.
• Professionalism and Learning: - Work efficiently under pressure, demonstrating strong organizational and time-management skills. - Proactively seek opportunities to learn and enhance knowledge of UN administrative and operational systems. Key performance indicators include accurate management of calendar, travel, and meeting logistics; clear and timely correspondence; high-quality presentations and documents; and effective use of corporate systems.

Required Qualifications:
Candidates must possess strong organizational and time-management skills, with the ability to work efficiently under pressure. They should demonstrate professionalism, discretion, and reliability in all aspects of their work. The role requires adaptability and flexibility, as well as creativity in problem-solving and decision-making. Strong judgment and the ability to plan and organize effectively are essential. The candidate should also be proactive in seeking learning opportunities and enhancing their knowledge of UN administrative and operational systems.

Educational Background:
A minimum of a bachelor’s degree in a relevant field such as business administration, social sciences, or a related discipline is required. Additional certifications or training in administration or project management would be advantageous.

Experience:
Candidates should have at least 1-2 years of relevant experience in administrative support, coordination, or a similar role. Experience working in an international organization or in a multicultural environment is highly desirable. Familiarity with UN systems and procedures would be a significant asset.

Languages:
Fluency in Russian, Kazakh, and English is mandatory for this position. Proficiency in additional languages would be considered an advantage, particularly if they are relevant to the Central Asian region.

Additional Notes:
The position is based in Almaty, Kazakhstan, and is a full-time role. The contract duration and specific terms of employment will be outlined in the offer. The position is open to both national and international candidates. Compensation includes a monthly living allowance of USD 703, a one-time pre-assignment entry lump sum of USD 400, access to learning and career development resources, annual leave of 2.5 days per month, and private insurance coverage for health, dental, life, and dismemberment. The information provided is subject to change, and candidates are encouraged to review the UN Volunteer Conditions of Service for full entitlements and eligibility criteria.