Administrative Assistant

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, and it employs a workforce that reflects the diversity of the world.

Job Overview:
The Administrative Assistant position at UN Women is crucial for supporting the office operations by performing a variety of standard administrative processes. The role requires a client-oriented approach, ensuring high quality and accuracy in all tasks. The Administrative Assistant will work closely with the programme and projects personnel as well as the Operations team to ensure consistent service delivery. The position involves providing general administrative and logistical support, managing office supplies, assisting in human resources services, and facilitating knowledge sharing through training on administrative policies and procedures. The incumbent will also be responsible for maintaining confidentiality and handling a large volume of work efficiently, demonstrating a strong understanding of administrative rules and regulations.

Duties and Responsibilities:

• Provide general administrative and logistical support to the office in accordance with UN Women rules, regulations, policies, and procedures. This includes collecting information on shipments, preparing documents for UN Women shipments, arranging travel and hotel reservations, processing requests for visas, and providing administrative support for conferences and workshops.
• Manage office and assets by monitoring stationery supplies, maintaining records on asset management, and preparing purchase orders.
• Support the implementation of Human Resources services by creating vacancy announcements, organizing interview panels, and maintaining staffing lists.
• Facilitate knowledge building and sharing by conducting training sessions on administrative policies for operations and project personnel.
• Perform other duties as necessary for the efficient functioning of the office and organization.

Required Qualifications:
The position requires completion of secondary education as a minimum. A Bachelor’s degree in business administration or related fields is desirable. Candidates should have at least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support services. Proficiency in using computers and office software packages such as MS Word and Excel is required, while experience with ERP systems, preferably Oracle Cloud, is desirable.

Educational Background:
Candidates must have completed secondary education, with a Bachelor’s degree in business administration or a related field being highly desirable. This educational background is essential for understanding the administrative processes and functions required in the role.

Experience:
The role requires a minimum of 5 years of progressively responsible experience in administration, procurement, human resources, or logistic support services. Candidates should demonstrate a strong ability to manage administrative tasks efficiently and effectively, showcasing their experience in handling a large volume of work and maintaining confidentiality.

Languages:
Fluency in English and Turkish is mandatory for this position. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is considered desirable and would be an asset in the role.

Additional Notes:
The position is full-time and is based in Istanbul, Turkey. UN Women is committed to diversity and inclusion in its workforce and encourages applications from all qualified individuals regardless of race, religion, gender identity, sexual orientation, age, or ability. The organization has a zero-tolerance policy on conduct 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. Applicants must ensure that all sections of the application form are completed to avoid disqualification from the recruitment process.