Administrative Assistant

Job Posting Organization:
UN Women, established in July 2010, is the United Nations entity dedicated to gender equality and the empowerment of women. 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 merges the work of four previously distinct parts of the UN system that focused on women's empowerment and gender equality. The organization operates globally, with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men. UN Women has a presence in multiple countries, including a Country Office in the Kyrgyz Republic established in 2012, which supports the government and national stakeholders in implementing international and national commitments on gender equality. The organization emphasizes a client-focused, results-oriented approach and promotes collaboration with partners to foster strong and inclusive partnerships.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the operations of the UN Women Country Office in Kyrgyzstan. Reporting to the Country Representative, the Administrative Assistant is responsible for a variety of standard administrative processes that ensure high quality and accuracy of work. This position requires a client-oriented approach and involves close collaboration with the Operations, Programme, and project teams to ensure consistent service delivery and to resolve complex administration-related issues. The Administrative Assistant will provide general administration and operations support, coordinate assets management and procurement processes, organize administrative human resources services, and provide executive support to the head of the office. The role is essential for maintaining the smooth functioning of the office and ensuring compliance with UN Women rules, regulations, policies, and procedures.

Duties and Responsibilities:

• Provide general administration and operations support to the Country Office, including organizing shipments, customs clearance arrangements, and preparing documents for UN Women shipments. Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), and maintain a filing system for confidential materials.
• Coordinate and organize assets management and procurement processes, including monitoring office stationery supplies, preparing inventory reports, and initiating procurement procedures for office and project equipment. Organize procurement activities, including the preparation and conduct of Requests for Quotations, Invitations to Bid, and Requests for Proposals.
• Coordinate and organize administrative Human Resources services, providing guidance on HR strategies, maintaining staffing lists, and managing attendance and leave records. Support recruitment and administration of national and international consultants and prepare HR-related reports.
• Provide executive support to the Country Representative, including calendar management, scheduling travel, and organizing meetings and events. Facilitate communication between the Country Representative’s Office and other UN Women offices, draft correspondence, and support external relations activities.
• Perform other duties as necessary for the efficient functioning of the Office and the Organization.

Required Qualifications:
The position requires a minimum of secondary education, with a Bachelor’s degree in business administration or related fields being desirable. Candidates must have at least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support services with secondary education, or 3 years of experience with a Bachelor’s degree. Proficiency in using computers and office software packages (MS Word, Excel, etc.) is required, and experience with a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Educational Background:
Completion of secondary education is required for this position. A Bachelor’s degree in business administration or related fields is desirable, as it provides a strong foundation for the administrative and operational tasks expected in this role.

Experience:
Candidates must have a minimum of 6 years of progressively responsible experience in administration, procurement, HR, or logistic support services if they have only completed secondary education. Alternatively, candidates with a Bachelor’s degree are required to have at least 3 years of relevant experience. This experience should include familiarity with administrative processes and the ability to handle a large volume of work efficiently.

Languages:
Fluency in English and Kyrgyz is required for this position. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is desirable and would be an asset in facilitating communication within the organization and with external partners.

Additional Notes:
The position is full-time and is based in Bishkek, Kyrgyzstan. UN Women is committed to creating a diverse and inclusive environment and adheres to a zero-tolerance policy on conduct incompatible with the aims and objectives of the United Nations. 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.