Organizational Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of UN Women Country Representative and with the direct supervision of the Operations Manager, the Executive Assistant supports to the Country Representative in her daily activities, managing meeting calendar, correspondence and other activities as requested. The incumbent supports Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Executive Assistant promotes a client, quality and results-oriented approach.

Reporting to operations manager, the Administrative Associate supports the office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects teams to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Scope of Work

1. Provide general administration and operations support to the CO in compliance with UN Women rules, regulations, policies, and procedures:

• Coordinate and supervise administrative support staff in the CO
• Coordinate and supervise shipments and customs clearance arrangements;
• Coordinate and supervise travel arrangements;
• Coordinate and facilitate the organization of conferences, workshops, and retreats;
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters; and Manage and improve filing system ensuring safekeeping of confidential materials.
• Create projects in Quantum system, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system; and Assist in the preparation and follow up of cost-recovery bills in Quantum system.
• Review financial reports; prepare non-PO vouchers for development projects;
• Process payment for consultants;
• Provide Security Related reports and
• Maintain regular contacts with Security Focal Points and LSAs of UN agencies, as required;
• Participate as a member of security groups, particularly IASMN Working Groups, as delegated; and
• Attend UN security management meetings such as the country SMT, as delegated

2. Coordinate and organize assets management and procurement processes:

• Manage office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items
• Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
• Organize and manage procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;

3. Coordinate and organize administrative Human Resources services:

• Create and upload vacancy announcements and organize interview panels;
• Maintain staffing lists and reports;
• Assume overall responsibility for attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements); and
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.

4. Provide administrative support to knowledge building and knowledge sharing:

• Organize trainings on administrative policies, procedures and processes for operations/projects personnel;
• Compile lessons learnt and best practices in administration, procurement, and human resources; and
• Brief staff members on general administrative matters; provide advice and administration support.

5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/en/about-us/employment/application-process#_Values

Functional Competencies:

• Ability to administer and execute administrative processes and transactions
• Ability to perform work of confidential nature and handle a large volume of work
• Excellent knowledge of administrative rules and regulations
• Excellent IT and web-based management system skills
• Ability to extract and interpret data

Minimum Qualifications:

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in business administration or related fields is desirable.

Experience:

• At least 7 years (4 years in case of Bachelors Degree) 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 a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages:

• Fluency in English is required.
• Fluency in Georgian is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish)