Administrative Support

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Position Title: Administrative Support
Location: Mexico City
Country: Mexico
Deadline Date:

Job Details

Job Posting Organization:
UN Women was established in July 2010 by the United Nations General Assembly as the United Nations Entity for Gender Equality and the Empowerment of Women. The organization was created as part of the UN reform agenda to consolidate resources and mandates for greater impact in the area of gender equality and women's empowerment. UN Women merges and builds upon the work of four previously distinct parts of the UN system that focused on gender equality: DAW, OSAGI, INSTRAW, and UNIFEM. The organization operates globally, with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. UN Women is committed to creating a diverse and inclusive environment of mutual respect, ensuring that all employment decisions are based on qualifications, competence, integrity, and organizational need.

Job Overview:
The Administrative Support position at UN Women is designed to provide comprehensive administrative and logistical support to the office in accordance with UN Women rules, regulations, policies, and strategies. The role encompasses a variety of functions, including managing travel arrangements, maintaining office supplies, supporting human resources services, and facilitating knowledge sharing within the organization. The incumbent will be responsible for ensuring that all administrative processes are executed efficiently and effectively, contributing to the overall functioning of the office. This position requires a proactive approach to problem-solving and the ability to handle a large volume of work while maintaining confidentiality. The successful candidate will play a crucial role in supporting the office's operations and ensuring compliance with UN Women’s policies and procedures.

Duties and Responsibilities:

• Provide general administrative and logistical support to the Office, including: - Collecting information on shipments and customs clearance arrangements, preparing documents for UN Women shipments. - Arranging travel and hotel reservations, preparing travel authorizations, processing requests for visas and identity cards, and collecting information for Daily Subsistence Allowance (DSA). - Providing administrative support for conferences, workshops, and retreats. - Supporting property management and maintaining a filing system for confidential materials.
• Provide administrative support to office and assets management, including: - Monitoring and maintaining office stationery supplies, including keeping a log of distribution. - Maintaining records on assets management and preparing required reports. - Performing Buyer role in the Quantum system and preparing Purchase Orders. - Preparing Request for Quotations, Invitations to Bid (ITBs), or Request for Proposals (RFPs) documents, and conducting preliminary evaluations of bids or proposals.
• Provide administrative support to the implementation of Human Resources services, including: - Creating and uploading vacancy announcements, compiling matrices, and organizing interview panels. - Maintaining staffing lists and reports, and performing the duties of Leave Monitor.
• Provide administrative support to knowledge building and sharing, including: - Facilitating training sessions for operations/projects staff on administration.
• Perform other duties within the functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Qualifications:

• Completion of secondary education is required.
• A Bachelor’s degree in Business Administration, Finance, Human Resources, Public Administration, or related fields is desirable.
• At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.

Educational Background:
The position requires the completion of secondary education as a minimum qualification. A Bachelor’s degree in relevant fields such as Business Administration, Finance, Human Resources, or Public Administration is considered desirable and may enhance the candidate's suitability for the role.

Experience:
Candidates must have at least 5 years of progressively responsible experience in administration, procurement, human resources, or logistic support services. This experience should demonstrate the ability to manage administrative processes effectively and handle a significant volume of work while maintaining confidentiality and compliance with organizational policies.

Languages:
Fluency in both English and Spanish is required for this position. Additionally, knowledge of another official UN language, such as French, Arabic, Chinese, or Russian, is considered desirable and may provide an advantage in the recruitment process.

Additional Notes:
The position is full-time and is based in Mexico City. UN Women is committed to diversity and inclusion, and all employment decisions are made based on qualifications and organizational needs. The organization has a zero-tolerance policy regarding conduct that is incompatible with its aims and objectives, including sexual exploitation and abuse, sexual harassment, and discrimination. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history.