ADMINISTRATIVE ASSOCIATE (UNWOMEN)

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 Ethiopia country office, placing women’s rights at the center of all its efforts, will coordinate the United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action in the country. Under the guidance and direct supervision of the Operations Manager, the Finance Associate provides leadership in execution of financial services in the CO ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations. Under the overall guidance and supervision of the Operations Manager, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions 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 staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: • Implementation of operational strategies • Efficient administrative support • Support to supply and assets management • Support to administrative and financial control • Support to common services • Coordination of Registry and Receptionist functions • Support to knowledge building and knowledge sharing Duties and responsibilities 1. Ensures implementation of operational strategies, focusing on achievement of the following results: • Full compliance of administrative activities with UN Women/UN rules, regulations, policies and strategies. • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). • Preparation of administrative team results-oriented work plans. 2. Ensures efficient administrative support, focusing on achievement of the following results: • Organization and coordination of shipments and customs clearance • Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses. • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs. • Organization of workshops, conferences, retreats • Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services. • Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters. • Supervision of cleaning services. • Coordination of transportation services, regular vehicle maintenance and insurance. • Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report. • Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report. • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. 3. Provides support to proper supply and assets management, focusing on achievement of the following result: • Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports. • Coordination of the provision of reliable and quality office supplies 4. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results: • Maintenance of administrative control records such as commitments and expenditures. • Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas; • Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary. • Coordination of common premises/services cost-recovery arrangements. • Proper control of supporting documents of funds and activities. • Provision of information for the audit. 5. Ensures proper common services focusing on achievement of the following result: • Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform. 6. Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results: • Provision of efficient general reception and information services. • Provision of reliable registry services. 7. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results: • Training of staff on the administrative procedures • Briefing/debriefing of staff members on issues relating to area of work • Sound contributions to knowledge networks and communities of practice.

Competencies

Core Competencies: • Demonstrates commitment to UN Women’s mission, vision and values • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability Functional Competencies Knowledge Management and Learning • Shares knowledge and experience • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills Development and Operational Effectiveness • Ability to administer and execute administrative processes and transactions • Ability to extract, interpret, analyze data and resolve operational problems • Ability to supervise and train support staff • Ability to perform work of confidential nature and handle a large volume of work • Good knowledge of administrative rules and regulations • Strong IT skills, knowledge of Atlas • Ability to provide input to business processes re-engineering, implementation of new system Leadership and Self-Management • Focuses on result for the client and responds positively to feedback • Consistently approaches work with energy and a positive, constructive attitude • Remains calm, in control and good humored even under pressure

Required Skills and Experience

Education: • Secondary education. Certification in administration and University Degree in Business or Public Administration desirable, but it is not a requirement. Experience: • 6 years of relevant experience in administration or programme support service. Experience in the usage of computers and MS Office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Language requirements: • Fluency in English and national language of the duty station.

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.