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. Placing women’s rights at the
center of all its efforts.
Under the guidance and oversight of the supervisor, 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. S/he works in close collaboration with the
Operations, Programme and projects staff team to ensure
consistent service delivery and to resolve complex
administration related issues and information
delivery.
Job Title: Administrative
Associate
Location : Abuja,
NIGERIA
Application Deadline : 30-Apr-15
Type of Contract : FTA Local
Post Level : GS-6
Languages Required : English
Starting Date :
(date when the selected candidate is expected to
start) 01-Jul-2015
Duration of Initial Contract : One Year
Expected Duration of Assignment : One year with
possibility of extension
Functions / Key
Results Expected
Summary of Key Functions:
Implements operational processes;
Organization of procurement processes;
Support to HR implementation services;
Logistical and general administration support;
Supports knowledge building and knowledge
sharing.
Implements operational processes:
Facilitates full compliance of administrative activities
with UN Women rules, regulations, policies and
strategies;
Provide inputs to the Nigeria Country Office
administrative business processes mapping and implementation of
the internal standard operating procedures (SOPs);
Provide inputs to the preparation and implementation of
the Operations team results-oriented work plans.
Organizes procurement processes:
Contribute to the preparation of procurement plans for
the office and their implementation monitoring;
Generates procurement related reports; researches and
drafts responses to enquiries for clearance by the Operation
Manager;
Review procurement requests and initiate procurement
procedures for office and project equipment, supplies and
services in a transparent and cost effective manner;
Organize procurement activities and processes, including
preparation and conduct of RFQs, ITBs or RFPs, opening
and evaluation of tenders, coordinate contract negotiations (as
required), prepare request for award of contract for the review
and approval of relevant authorities, in full compliance
with UN Women regulations and rules;
Prepare Purchase orders and contracts in and outside
Atlas including preparation of Recurring Purchase orders for
contracting of services, and create vendor profiles in
Atlas;
Under guidance conducts reviews of procurement processes
conducted by projects; submissions to the Regional Acquisition
Management Review Committee (RAMRC), and Acquisition Management
Review Committee (AMRC);
Facilitates implementation of the internal control
system, and prepares and dispatches Purchase Orders. Timely
corrective actions on POs with errors (e.g. POs with budget
errors, match exceptions, unapproved POs etc.), and provide
timely information and response to relevant department to
resolve the issues.
Support to HR implementation services:
Support in the provision of HR services in the area of
recruitment including vacancy announcement, organizing
interview panels etc;
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, etc);
Maintain staffing lists and reports as
required;
Assume overall responsibility for attendance and leave
management monitoring;
Prepare staffing/personnel related reports; research and
draft responses to enquiries for clearance by the
Supervisor.
Logistical and general administration support:
Support organization of shipments, customs clearance
arrangements, preparation of documents for UN Women shipments
(received/sent);
Perform a Buyer role in Atlas and preparation of POs for
travel activities;
Make travel arrangements including preparation of travel
authorizations, hotel arrangement, processing requests for
visas, identity cards and other documents;
Provide administrative support to conferences, workshops,
retreats;
Support collection of information for DSA, travel
agencies and other administrative surveys, support to
organization of common services;
Provide necessary administrative support to maintenance
of premises and common services.
Supports Knowledge building and knowledge
sharing:
Provide administrative support in the organization of
trainings for the operations/ projects staff on administrative
related matters;
Compilation of lessons learnt and best practices in
Procurement;
Make sound contributions to knowledge networks and
communities of practice.
Impact of Results
The key results have an impact on the overall
effectiveness of the administrative services and operational
strategies. Accurate analysis and presentation of information,
duly organized administrative processes ensure client
satisfaction and overall timely delivery of UN Women programmes
and projects.
Competencies
Core Values/Guiding Principles
Integrity:
Demonstrate consistency in upholding and promoting the
values of UN Women in actions and decisions, in line with the
UN Code of Conduct.
Professionalism:
Demonstrate professional competence and expert knowledge
of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
Demonstrate an appreciation of the multicultural nature
of the organization and the diversity of its staff. Demonstrate
an international outlook, appreciating difference in values and
learning from cultural diversity.
Core competencies
Ethics and Values:
Demonstrate and safeguard ethics and
integrity.
Organizational Awareness:
Demonstrate corporate knowledge and sound
judgment.
Development and Innovation:
Take charge of self-development and take
initiative.
Work in teams:
Demonstrate ability to work in a multicultural, multi
ethnic environment and to maintain effective working relations
with people of different national and cultural
backgrounds.
Communicating and Information Sharing:
Facilitate and encourage open communication and strive
for effective communication.
Self-management and Emotional Intelligence:
Stay composed and positive even in difficult moments,
handle tense situations with diplomacy and tact, and have a
consistent behavior towards others.
Conflict Management:
Surface conflicts and address them proactively
acknowledging different feelings and views and directing energy
towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
Encourage learning and sharing of knowledge.
Appropriate and Transparent Decision Making:
Demonstrate informed and transparent decision
making.
Functional competencies
Ability to administer and execute administrative
processes and transactions;
Ability to extract, interpret, analyze data and resolve
operational problems;
Ability to perform work of confidential nature and handle
a large volume of work ;
Ability to support a team and team building
skills;
Good knowledge of administrative rules and
regulations;
Strong IT skills;
Focuses on result for the client and responds positively
to feedback;
Ability to handle web-based management
systems;
Attention to detail;
Excellent knowledge of office software
packages;
Strong organizational and planning skills;
Strong focus on client service; ensuring impact and
results for client;
Produces quality outputs in a timely manner;
Consistently approaches work with energy and a positive,
constructive attitude;
Ability to work well under pressure, and to meet
deadlines.
Required Skills and
Experience
Education:
Secondary education;
Undergraduate degree in Business Administration or
related fields is desirable but not a requirement.
Experience:
6 years of relevant experience in administration,
procurement, HR, or logistic support service;
Experience in the usage of computers and office software
packages (MS Word, Excel, etc.).
Language Requirements:
Fluency in English is required;
Knowledge of official national language
essential.
Application Information:
"http://jobs.undp.org/cj_view_job.cfm?cur_job_id=55628" target=
"_blank">Click Here To Apply
All applications must include (as an attachment) the
completed UN Women Personal History form (P-11) which can be
downloaded from
http://www.unwomen.org/about-us/employment;
Kindly note that the system will only allow one
attachment, scan your documents into one single file.
Applications without the completed UN Women P-11 form will be
treated as incomplete and may not be considered for further
assessment.
Qualified women candidates are highly encouraged to
apply.
Note:
In July 2010, the United Nations
General Assembly created UN Women, the United Nations Entity
for Gender Equality and the Empowerment of Women. The creation
of UN Women came about as part of the UN reform agenda,
bringing together resources and mandates for greater impact. It
merges and builds on the important work of four previously
distinct parts of the UN system (DAW, OSAGI, INSTRAW and
UNIFEM), which focused exclusively on gender equality and
women’s empowerment.