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.
Reporting to the ECA RO Operations Manager, the Administrative Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work.
The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.
The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.
Duties and Responsibilities
Provide administrative support to processing and facilitating proper documentation management
Store, manage, and track documents in a SharePoint database ;
Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedures;
Route documentations from Country Offices to the proper unit for processing, as required.
Provide administrative support to travel arrangements, office transportation and events
Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
Arrange travel and hotel arrangements for staff and visitors;
Arrange ticket booking and travel documentation;
Manage the drivers’ schedules;
Track and log the use of fuel.
Support in the completion of travel documents in the ERP (ATLAS) system and in the office filing system;
Provide administrative support to assets management and procurement
Inspect and verify all incoming assets (equipment, furniture, and inventory), and schedule deliveries to users;
Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received / sent);
Maintain inventory records;
Provide administrative support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
Prepare Purchase Orders; process invoices related to office building services (utilities and contractors);
Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
Process micro-purchase procurement requests as necessary.
Provide administrative support to the organizing of the RO’s meetings and panels
Prepare presentation materials;
Arrange the logistics of the RO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
Finalize memoranda, list of participants; and send letters of invitation and other documents;
Attend meetings, prepare minutes, and monitor follow up activities, as requested.
Provide administrative support to knowledge building and knowledge sharing
Facilitate trainings for the operations / projects staff on administration.
Provide administrative support to Delegation and internal control framework documentation
Support in the preparation, signing and filing of Delegation memos
Support in the preparation, signing and upload of internal control framework memos.
Impact of Results :
The key results have an impact on the efficiency of the unit and of the Regional Office. Timely delivery of services and accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women.
Core Values :
Respect for Diversity
Core Competencies :
Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
Leading by Example
Ability to administer administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Good MS Office, IT and web-based management skills.
Required Skills and Experience
Completion of secondary education is required;
Bachelor’s degree in Business or Public Administration or related fields is an asset.
At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in the use of ATLAS is an asset.
Language Requirements :
Fluency in English and Turkish is required;
Knowledge of the other UN official working language is an asset.