UN Administrative Associate Job Careers – United Nations Entity for Gender Equality and the Empowerment of Women (UN Women)

Job Title:        Administrative Associate
Organization: United Nations Entity for Gender
Equality and the Empowerment of Women (UN Women)
Duty Station: Kampala, Uganda
Reports to: Operations Manager
About US:
The United Nations Entity for Gender Equality and the
Empowerment of Women (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. UN Women provides
support to Member States’ efforts and priorities in meeting their gender
equality goals and for building effective partnerships with Government, civil
society and other relevant actors.
Job Summary:  The
Administrative Associate mainly 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.
Key Duties and Responsibilities: 
Provide general administration and operations support to the Uganda CO
in compliance with UN Women rules, regulations, policies, and strategies
  • Organize shipments,
    customs clearance arrangements, and prepare documents for UN Women
    shipments (received/sent);
  • Arrange travel and hotel
    reservations, prepare travel authorizations, process requests for visas
    and Daily Subsistence Allowance (DSA), identity cards and other documents;
  • Provide administrative
    support to conferences, workshops, retreats;
  • Provide administrative
    support to maintenance of premises and common services, as needed;
  • Maintain filing system
    ensuring safekeeping of confidential materials, as necessary.
Coordinate and organize assets management and procurement processes
  • Monitor and maintain
    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 inputs to the
    preparation of procurement plans for the office and monitor their
    implementation;
  • Generate procurement
    related reports; research and draft responses to enquiries;
  • Review procurement
    requests and initiate procurement procedures for office and project
    equipment, supplies and services;
  • Organize 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;
  • Coordinate contract
    negotiations, prepare request for award of contract for the review and
    approval of relevant authorities, as required;
  • Prepare Purchase Orders
    (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
  • Review procurement
    processes conducted by projects; submissions to the Procurement Review
    Committee.
Provide administrative support to travel arrangements and office
transportation
  • 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;
  • Oversee the drivers;
    manage their schedules;
  • Track and log the use of
    fuel
Provide administrative support to the organizing of the Regional
Office’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.
Provide administrative support to knowledge building and knowledge
sharing
  • Provide administrative
    support in the organization of trainings for the operations/ projects
    staff on administrative related matters;
  • Compile lessons learnt and
    best practices in administration, procurement, and human resources.



Qualifications, Skills and Experience:
  • The ideal applicant for
    the United Nations UN Women Administrative Associate job placement should
    have completed secondary education
  • Bachelor’s degree in
    Business or Public Administration or related fields is an asset.
  • At least seven years of
    progressively responsible experience in administration, procurement, HR,
    or logistic support service is a must;
  • Experience in the usage of
    computers and office software packages (MS Word, Excel, etc.);
  • Experience in the use of
    ATLAS is an asset.
  • Language: Fluency in
    English is required. Knowledge of the other UN official working language
    is an asset.



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
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;
  • Strong knowledge of
    administrative rules and regulations;
  • Strong IT and web-based
    management skills;
  • Ability to extract and
    interpret data
UNDP is committed to achieving workforce diversity in terms
of gender, nationality and culture. Individuals from minority groups,
indigenous groups and persons with disabilities are equally encouraged to
apply. All applications will be treated with the strictest confidence.
How to Apply:
All interested Ugandans should apply online at the link
below.
Note: UN Women is an equal opportunity
Employer. Qualified women and men are encouraged to apply.
Deadline: 12th November 2019
For more of the latest jobs, please visit http://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline




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