Administrative Assistant

Job Posting Organization:
UN Women, established in July 2010, is the United Nations Entity for Gender Equality and the Empowerment of Women. The organization was created as part of the UN reform agenda to consolidate resources and mandates for greater impact in the area of gender equality. UN Women merges the work of four previously distinct parts of the UN system that focused on gender equality and women's empowerment. The organization operates globally, supporting various initiatives aimed at eliminating discrimination against women and girls, empowering women, and achieving equality between genders. UN Women has a significant presence in Georgia, working with state and non-state partners to promote gender equality and protect the rights of women and girls. The organization is committed to fostering women's participation in peace and security" style="border-bottom: 1px dotted #007bff !important;">security processes and has expanded its focus to include climate action and disaster risk reduction, emphasizing the importance of women's agency in these areas.

Job Overview:
The Administrative Assistant position is integral to the operations of the Women, Peace and Security (WPS) and Disaster Risk Reduction (DRR) portfolio at UN Women Georgia. The role involves providing comprehensive administrative support to ensure the effective implementation of projects aimed at enhancing gender equality and women's empowerment. The Administrative Assistant will work closely with the WPS Programme Specialist and collaborate with the programme and operations teams, responsible parties, and partners. The position requires a client-oriented approach, ensuring high-quality and accurate administrative processes. The Administrative Assistant will be involved in various tasks, including managing programme work plans, budgets, and proposals, as well as supporting financial management and resource mobilization efforts. The role also includes facilitating knowledge sharing and capacity building within the organization and among partners, contributing to the overall mission of UN Women in Georgia.

Duties and Responsibilities:

• Provide administrative and logistical support for the formulation and management of programmes, including preparation of work plans, budgets, and proposals, tracking fund delivery, and supporting audit processes.
• Assist in financial management by creating projects in the Quantum system, preparing budget revisions, monitoring finances, and processing payments.
• Organize logistical arrangements for meetings, workshops, and events, including travel arrangements for the Programme Team and drafting meeting minutes.
• Support resource mobilization efforts by compiling documentation and information from donors and the programme team.
• Facilitate knowledge building by organizing training sessions for office personnel and partners.
• Perform other duties as necessary for the efficient functioning of the office and organization.

Required Qualifications:
Completion of secondary education is required, with a Bachelor’s degree in business or public administration being desirable. Candidates must have at least 5 years of progressively responsible experience in administrative or programme management/support, or 2 years if they hold a Bachelor’s degree. Proficiency in using multiple office software packages is required, and experience with ERP systems, particularly Oracle Cloud, is desirable. Candidates should have experience in gender equality and women's empowerment, project support, and coordination with NGOs, UN agencies, or other international organizations. Strong skills in budget preparation, work-plans, and implementation plans are also desirable, along with knowledge of UN Women/UNDP procurement and financial rules.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. A Bachelor’s degree in business or public administration is preferred and considered an asset for candidates applying for the role.

Experience:
Candidates must possess a minimum of 5 years of progressively responsible experience in administrative or programme management/support roles. If the candidate holds a Bachelor’s degree, the required experience is reduced to 2 years. Experience in a computer environment using multiple office software packages is essential, and familiarity with ERP systems, particularly Oracle Cloud, is a plus. Additionally, experience in the field of gender equality and women's empowerment, as well as project support and coordination with NGOs, UN agencies, or other international organizations, is highly desirable.

Languages:
Fluency in English and Georgian is required for this position. Proficiency in additional languages may be considered an asset, but English and Georgian are mandatory for effective communication within the organization and with local partners.

Additional Notes:
This position is full-time and involves working closely with various stakeholders to ensure the successful implementation of projects under the WPS-HA and DRR portfolio. The role may require occasional travel for meetings and events. UN Women is committed to diversity and inclusion, and all employment decisions are based on qualifications, competence, integrity, and organizational needs. The organization has a zero-tolerance policy on conduct 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.