Administrative Assistant

Job Posting Organization:
UN Women is an entity of the United Nations established in July 2010, with the mission to promote gender equality and empower women globally. It was created as part of the UN reform agenda to consolidate resources and mandates for greater impact in the field of gender equality. UN Women works towards the elimination of discrimination against women and girls, the empowerment of women, and the achievement of equality between women and men. The organization operates in multiple countries, providing technical and financial support to partners worldwide, focusing on various thematic areas including Women, Peace and security" style="border-bottom: 1px dotted #007bff !important;">Security (WPS). In Georgia, UN Women supports both state and non-state partners to achieve substantive gender equality, aligning with national and international commitments.

Job Overview:
The Administrative Assistant position is integral to the operations of the Women, Peace and Security and Disaster Risk Reduction (WPS-HA and DRR) portfolio at UN Women Georgia. Under the supervision of the WPS Programme Specialist, the Administrative Assistant is responsible for performing a variety of standard administrative processes that ensure high quality and accuracy of work. The role requires a client-oriented approach, focusing on delivering results and supporting the successful implementation of projects under the WPS-HA and DRR portfolio. The Administrative Assistant will collaborate closely with the programme and operations team, responsible parties, and partners to facilitate the achievement of planned results. This position is crucial for maintaining the operational efficiency of the office and ensuring that administrative tasks are executed effectively to support the overall mission of UN Women.

Duties and Responsibilities:
The Administrative Assistant will undertake a range of duties including:

• Providing administrative and logistical support for the formulation and management of programmes, which includes preparing work plans, budgets, and proposals, tracking fund delivery, and supporting routine delivery and reporting of programme activities.
• Assisting in the financial management of the Programme Unit by creating projects in the Quantum system, preparing budget revisions, and processing payments for consultants.
• Organizing logistical arrangements for meetings, workshops, and events, including travel arrangements for the Programme Team and drafting meeting minutes.
• Supporting resource mobilization efforts by compiling and processing documentation from donors and the programme team.
• Facilitating knowledge building and sharing by organizing training sessions for office personnel and partners.
• Performing other duties as necessary for the efficient functioning of the office and organization.

Required Qualifications:
The position requires a minimum of secondary education, 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 essential, and experience with ERP systems, particularly Oracle Cloud, is desirable. Familiarity with gender equality and women’s empowerment issues, as well as experience in project support and coordination with NGOs, UN agencies, or international organizations, is also preferred. Strong skills in budget preparation, work-plans, and implementation plans are advantageous, along with experience in preparing presentations and administrative documentation.

Educational Background:
Candidates must have completed secondary education as a minimum requirement. A Bachelor’s degree in business or public administration is preferred, which would also reduce the required years of experience from 5 to 2 years.

Experience:
The role requires at least 5 years of progressively responsible experience in administrative or programme management/support. If the candidate holds a Bachelor’s degree, then a minimum of 2 years of relevant experience is acceptable. Experience in a computer environment using various office software packages is mandatory, and familiarity with ERP systems, especially Oracle Cloud, is desirable. 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 valued.

Languages:
Fluency in English and Georgian is required for this position. Proficiency in additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position is full-time and involves working within the UN Women office in Tbilisi, Georgia. 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 regarding misconduct and expects all selected candidates to adhere to its policies and procedures.