Administrative Associate

Job Posting Organization:
UN Women was established in July 2010 as part of the UN reform agenda to enhance gender equality and women's empowerment. It merges the work of four previously distinct parts of the UN system focused on gender issues. UN Women operates globally, with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men. The organization is committed to creating a diverse and inclusive environment and operates in numerous countries, including Ethiopia, where it aligns its strategic focus with the United Nations Sustainable Development Cooperation Framework.

Job Overview:
The Administrative Associate position at UN Women Ethiopia is crucial for ensuring the execution of transparent and efficient procurement services and travel processes in accordance with UN Women rules and regulations. The role involves working under the guidance of the Chief of Procurement and Travel Services and the Country Operations Manager, while also collaborating with the Regional Procurement Analyst/Specialist. The Administrative Associate is expected to promote a client-oriented approach, ensuring consistent service delivery and resolving complex administration and procurement-related issues. This position requires close collaboration with various teams within UN Women and other UN agencies, as well as government officials, to effectively deliver procurement services. The Administrative Associate will also contribute to the development of procurement strategies, manage procurement processes, and facilitate knowledge sharing within the organization.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include implementing procurement strategies in line with UN Women policies, providing inputs for procurement reports, and drafting responses to inquiries. The role also involves organizing procurement processes for the Country Office, preparing procurement plans, reviewing requests, and initiating procurement procedures. The Administrative Associate will manage contract processes, develop supplier rosters, and support supplier selection and evaluation. Additionally, the position requires facilitating knowledge building by developing training materials and organizing training sessions for staff. The incumbent will perform other duties as necessary for the efficient functioning of the office and the organization.

Required Qualifications:
Candidates must possess a strong understanding of procurement processes, administrative rules, and regulations. Proficiency in using spreadsheets and database packages is essential. The ability to work under pressure, meet deadlines, and handle confidential information is crucial. Strong IT and web-based management skills are also required. The Administrative Associate should demonstrate integrity, professionalism, and respect for diversity, along with competencies in gender sensitivity, accountability, problem-solving, communication, collaboration, stakeholder engagement, and leadership.

Educational Background:
A minimum of secondary education is required for this position. Specialized training in procurement or a Bachelor's degree in Business Administration or a related field is considered an asset. Additionally, procurement certification from an internationally recognized provider, such as CIPS (level 2), is advantageous. Candidates must also be willing to undertake UN Women internal procurement certifications as part of their professional development.

Experience:
The position requires at least 6 years of progressively responsible experience in procurement, administration, or a related field at the national or international level. Experience with office software packages, particularly MS Word and Excel, is mandatory. Familiarity with modern web-based ERP systems, preferably Oracle Cloud, is desirable, indicating a need for candidates who are technologically adept and can navigate complex systems effectively.

Languages:
Fluency in English is required for this position. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is considered desirable, enhancing the candidate's ability to communicate in a diverse work environment.

Additional Notes:
The position is full-time and may involve working with international teams. UN Women emphasizes diversity and inclusion in its hiring practices, ensuring that all candidates are evaluated based on their qualifications and competencies. The organization has a zero-tolerance policy for misconduct and expects all personnel to adhere to its standards of conduct. Background checks will be conducted to verify academic credentials and employment history, and candidates may need to provide additional information for this process. Applicants are advised to complete all sections of the application form to avoid disqualification.