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 globally. The organization merges the efforts of four previously distinct parts of the UN system that focused on gender issues, namely DAW, OSAGI, INSTRAW, and UNIFEM. UN Women operates in multiple countries, working towards the elimination of discrimination against women and girls, empowering women, and achieving gender equality in various sectors including development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. The organization is committed to creating a diverse and inclusive environment, ensuring that all employment decisions are based on qualifications and competence, and adheres to a zero-tolerance policy regarding misconduct.

Job Overview:
The Administrative Associate position at UN Women is crucial for supporting the Office Operations in Kyiv by performing a variety of standard administrative processes. The role requires a high level of accuracy and quality in work, promoting a client-oriented approach. The Administrative Associate will work closely with the Operations, Programme, and project staff to ensure consistent service delivery and to address complex administrative issues. The position involves organizing shipments, travel arrangements, and administrative support for conferences and workshops, as well as maintaining a filing system for confidential materials. The role also includes coordinating assets management and procurement processes, ensuring compliance with UN Women rules and regulations, and providing administrative support for human resources services. The incumbent will also engage in knowledge building and sharing within the organization, compiling lessons learned and best practices in administration, procurement, and human resources.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include providing general administration and operations support to the Ukraine Country Office, ensuring compliance with UN Women policies. This involves organizing shipments and customs clearance, arranging travel and hotel reservations, preparing travel authorizations, and providing administrative support for conferences and workshops. The Associate will also manage office supplies, coordinate assets management, prepare procurement plans, and generate procurement-related reports. Additionally, the role includes creating vacancy announcements, maintaining staffing lists, managing attendance and leave, and supporting personnel administration for both international and national staff. The Associate will also provide administrative support for training sessions and compile best practices in administration and procurement.

Required Qualifications:
The position requires completion of secondary education as a minimum, with a Bachelor’s degree in Business Administration or related fields being desirable. Candidates should possess strong knowledge of administrative rules and regulations, and have the ability to perform work of a confidential nature while managing a large volume of tasks. Proficiency in IT and web-based management skills is essential, along with the ability to extract and interpret data effectively. Candidates should demonstrate integrity, professionalism, and respect for diversity in their work.

Educational Background:
A minimum of secondary education is required for this position, with a preference for candidates holding a Bachelor’s degree in Business Administration or a related field. This educational background is essential for understanding the administrative processes and regulations that govern the operations of UN Women.

Experience:
Candidates should have at least 6 years of progressively responsible experience in administration, procurement, human resources, or logistics support services. Experience with the UN system is advantageous, as is familiarity with modern web-based ERP systems, particularly Oracle Cloud. Proficiency in using computers and office software packages such as MS Word and Excel is required to perform the duties effectively.

Languages:
Fluency in English and Ukrainian is mandatory 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 profile.

Additional Notes:
The position is based in Kyiv, Ukraine, and is expected to adhere to UN Women’s policies and procedures, including a commitment to diversity and inclusion. The role does not have supervisory responsibilities and is focused on administrative support functions. Candidates should be prepared for rigorous reference and background checks, including verification of academic credentials and employment history. It is important for applicants to complete all sections of the application form to avoid disqualification from the recruitment process.