Administrative Associate

Job Posting Organization:
UN Women was established in July 2010 as part of the UN reform agenda to enhance the impact of gender equality and women's empowerment initiatives. The organization is dedicated to eliminating discrimination against women and girls, empowering women, and achieving equality between women and men. UN Women operates globally, coordinating efforts across various UN agencies and working closely with member states, civil society, and other stakeholders to promote gender equality. The organization focuses on addressing the root causes of gender inequality and discrimination, with a strategic plan that aligns with international frameworks such as the Convention on the Elimination of All Forms of Discrimination against Women (CEDAW) and the 2030 Agenda for Sustainable Development. UN Women aims to ensure that commitments to gender equality are translated into action worldwide, with a comprehensive approach that includes voice, leadership, and autonomy of women, equitable access to resources, and the promotion of positive social norms.

Job Overview:
The Administrative Associate position at UN Women is crucial for supporting the office operations by performing a variety of standard administrative processes. This role requires a commitment to high-quality work and accuracy, promoting a client-oriented approach. The Administrative Associate will work closely with the Operations, Programme, and project staff to ensure consistent service delivery and effectively resolve complex administrative issues. The position involves a range of responsibilities, including general administration, asset management, procurement processes, and human resources services. The Administrative Associate will also play a key role in knowledge building and sharing within the organization, contributing to the overall efficiency and effectiveness of the office.

Duties and Responsibilities:

• Provide general administration and operations support to the Country Office (CO) in compliance with UN Women rules, regulations, policies, and strategies. This includes organizing shipments, customs clearance arrangements, and preparing documents for UN Women shipments. The role also involves arranging travel and hotel reservations, preparing travel authorizations, processing visa requests, and maintaining a filing system for confidential materials.
• Coordinate and organize assets management and procurement processes, including monitoring office stationery supplies, preparing inventory reports, and initiating procurement procedures for office and project equipment. The Administrative Associate will also organize procurement activities, conduct evaluations of tenders, and prepare contracts.
• Coordinate and organize administrative Human Resources services, such as creating vacancy announcements, maintaining staffing lists, and managing attendance and leave. This includes providing support for personnel administration for both international and national staff.
• Provide administrative support for knowledge building and sharing, including organizing training sessions for staff on administrative matters and compiling best practices in administration, procurement, and human resources.
• Perform other duties as necessary for the efficient functioning of the Office and the Organization.

Required Qualifications:
The position requires a completion of secondary education as a minimum. A Bachelor’s degree in Business Administration or related fields is desirable. Candidates should possess strong administrative skills, knowledge of administrative rules and regulations, and the ability to handle confidential information and a high volume of work. Proficiency in IT and web-based management skills is essential, along with the ability to extract and interpret data effectively.

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 provides the necessary foundation for understanding the administrative processes and functions required in this role.

Experience:
At least 6 years of progressively responsible experience in administration, procurement, human resources, or logistic support services is required. Candidates should have experience using computers and office software packages, particularly MS Word and Excel. Familiarity with a modern web-based ERP system, preferably Oracle Cloud, is also desirable, as it indicates the ability to navigate complex administrative systems effectively.

Languages:
Fluency in English and Spanish is required for this position. Knowledge of another official UN language, such as French, Arabic, Chinese, or Russian, is considered desirable and may enhance a candidate's application.

Additional Notes:
The position is full-time and involves working within the framework of UN Women’s policies and procedures. Candidates should be prepared for rigorous reference and background checks, including verification of academic credentials and employment history. 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 selected candidates to adhere to its standards of conduct.