Executive and Administrative Assistant

Job Posting Organization:
UN Women is an entity of the United Nations established in July 2010, with a mission to advocate for gender equality and the empowerment of women globally. The organization was created as part of the UN reform agenda, merging the efforts of four previously distinct parts of the UN system that focused on gender equality and women's empowerment. UN Women operates in numerous countries, including Kyrgyzstan, where it has been active since 201

• The organization aims to eliminate discrimination against women and girls, promote women's leadership, and ensure their full participation in decision-making processes. UN Women is committed to advancing women's rights and gender equality through various programs and initiatives, leveraging its normative support, coordination, and operational activities to achieve impactful results. The organization emphasizes collaboration, knowledge sharing, and a client-focused approach in its operations.

Job Overview:
The Executive and Administrative Assistant position at UN Women in Bishkek is crucial for supporting the office's operations and ensuring compliance with UN Women’s rules and regulations. The role involves a variety of standard administrative processes, requiring a high level of accuracy and quality in work. The Executive and Administrative Assistant will work closely with the Operations, Programme, and projects teams to deliver consistent service and resolve complex administrative issues. The position entails providing general administration and operations support, coordinating Human Resources services, and offering executive support to the Country Representative. The successful candidate will be expected to manage various tasks, including organizing travel arrangements, maintaining filing systems, and supporting recruitment processes, all while promoting a client-oriented approach.

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, preparing travel authorizations, and maintaining a filing system.
• Coordinating and organizing administrative Human Resources services, such as providing guidance on HR strategies, maintaining position data, managing attendance and leave records, and supporting recruitment processes.
• Offering executive support to the Country Representative, including calendar management, organizing meetings and events, drafting correspondence, and facilitating communication between the Country Representative’s Office and other UN Women offices.
• Ensuring compliance with performance appraisal reviews and tracking completion rates for mandatory trainings.
• Preparing staffing and personnel-related reports and maintaining internal databases on HR matters.
• Supporting external relations and partnership activities by coordinating logistical arrangements for high-level visits and missions.
• Performing other duties as necessary for the efficient functioning of the office and organization.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary education is required, while 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 logistic support services is required for candidates with secondary education, or 3 years of experience for those with a Bachelor’s degree.
• Proficiency in using computers and office software packages (MS Word, Excel, etc.) is required.
• Experience with modern web-based ERP systems, preferably Oracle Cloud, is desirable.
• Strong knowledge of administrative rules and regulations is essential.

Educational Background:
Candidates must have completed secondary education, with a Bachelor’s degree in business administration or related fields being desirable. This educational background provides the necessary foundation for understanding administrative processes and human resources management within the context of UN Women’s operations.

Experience:
The position requires a minimum of 6 years of progressively responsible experience in administration, procurement, HR, or logistic support services for candidates with secondary education. For those with a Bachelor’s degree, a minimum of 3 years of relevant experience is required. This experience should demonstrate the ability to handle a large volume of work and perform tasks of a confidential nature, as well as proficiency in administrative processes and transactions.

Languages:
Fluency in English and Kyrgyz is required for this position. Additionally, knowledge of another official UN language (such as French, Arabic, Chinese, Russian, or Spanish) is desirable, as it would enhance communication and collaboration within the UN system and with various stakeholders.

Additional Notes:
The position is based in Bishkek, Kyrgyzstan, and is expected to adhere to UN Women’s policies and procedures. The organization promotes diversity and inclusion, ensuring that all employment decisions are based on qualifications and competence. 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.