Executive and Administrative Assistant

Job Posting Organization:
UN Women is a global organization established in July 2010 by the United Nations General Assembly, with a mission to promote gender equality and empower women and girls worldwide. The organization focuses on eliminating discrimination against women, advancing women's rights, and ensuring their full participation in all aspects of life. UN Women operates in multiple countries, including the Kyrgyz Republic, where its Country Office was established in 201

• The office supports the government and national stakeholders in implementing international commitments related to gender equality, such as the Convention on the Elimination of All Forms of Discrimination against Women (CEDAW) and the Beijing Declaration. UN Women Kyrgyzstan implements various programs aimed at promoting women's leadership, eliminating violence against women, and enhancing women's economic empowerment, among other initiatives. The organization emphasizes collaboration, knowledge sharing, and a client-focused approach in its operations, ensuring impactful results in gender equality efforts.

Job Overview:
The Executive and Administrative Assistant plays a crucial role in supporting the operations of the UN Women Country Office in Kyrgyzstan. This position involves a variety of administrative tasks that ensure the smooth functioning of the office while adhering to UN Women’s policies and procedures. The Executive and Administrative Assistant is responsible for providing high-quality administrative support, including managing travel arrangements, organizing meetings, and maintaining filing systems. The role also includes coordinating human resources services, such as recruitment processes, managing personnel files, and ensuring compliance with HR regulations. The Executive and Administrative Assistant works closely with various teams within the office to deliver consistent service and resolve complex administrative issues. This position requires a proactive approach to problem-solving and effective communication skills to facilitate interactions with internal and external stakeholders.

Duties and Responsibilities:
The duties and responsibilities of the Executive and Administrative Assistant include:

• Providing general administration and operations support, including organizing shipments, arranging travel and hotel reservations, and maintaining a filing system for confidential materials.
• Coordinating and organizing administrative human resources services, such as providing guidance on HR strategies, maintaining staffing lists, managing attendance and leave records, and supporting recruitment processes.
• Providing executive support to the Country Representative, including calendar management, organizing meetings, and facilitating communication between the Country Representative’s Office and other UN Women offices.
• Preparing and maintaining reports related to HR matters, ensuring data integrity and confidentiality.
• Supporting the organization of conferences, workshops, and other events, including logistical arrangements and documentation preparation.
• Handling correspondence and communication with discretion, ensuring timely responses to inquiries.
• Performing other duties as assigned to ensure the efficient functioning of the office and the organization.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary education is mandatory; a Bachelor’s degree in business administration or related fields is desirable.
• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistics support services with secondary education, or 3 years of experience with a Bachelor’s degree.
• Proficiency in using computers and office software packages (e.g., MS Word, Excel) is essential.
• Familiarity with modern web-based ERP systems, preferably Oracle Cloud, is desirable.
• Strong organizational skills and the ability to manage multiple tasks effectively.

Educational Background:
The educational background required for this position includes a minimum of secondary education. A Bachelor’s degree in business administration or a related field is preferred, as it provides a solid foundation for the administrative and operational tasks associated with the role.

Experience:
Candidates should have a minimum of 6 years of relevant experience in administration, procurement, human resources, or logistics support services if they have completed secondary education. Alternatively, candidates with a Bachelor’s degree should have at least 3 years of progressively responsible experience in similar fields. This experience should demonstrate the ability to handle administrative processes and support HR functions effectively.

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 considered desirable and may enhance a candidate's qualifications.

Additional Notes:
This position is full-time and based in Bishkek, Kyrgyzstan. The role does not have supervisory responsibilities. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications and organizational needs. The organization has a zero-tolerance policy regarding misconduct and expects all personnel to adhere to its standards of conduct. Candidates will undergo rigorous reference and background checks as part of the recruitment process. Applicants must ensure that all sections of the application form are completed to avoid disqualification.