Job Description

Background:

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, the UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in supporting Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors. Within this framework, the Eastern and Southern Africa Regional Office (ESARO) provides strategic direction, technical support, and operational oversight to Country Offices in the region. ESARO supports the implementation of UN Women’s strategic priorities and ensures effective programme delivery and operational compliance across the region.

Reporting to Deputy Regional Director, the Administrative Associate supports the Deputy Regional Director and programme teams 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 Regional Director’s Office, Operations, Programme staff by providing necessary operational, administrative and programmatic support to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Scope of Work:

Provide Administration support to the Regional Office:

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Manage the UN Women Deputy Regional Director’s calendar, and schedule of appointments and meetings;
• Coordinate with the Executive Associate in supporting the Regional Director with administrative processes and timely follow-up on priority actions on needs basis;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain e-filing system ensuring safekeeping of confidential materials, as necessary.

Provide Programme support to the Regional Office:

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Research, compile data and information for the preparation of documents, guidelines, position papers and draft responses to enquiries;
• Prepare briefing materials, PowerPoint presentations, public information materials and briefing packets as required;
• Support prepare information for the audit of programmes/projects and support implementation of audit recommendations;
• Create requisitions in Quantum and register good receipts in Quantum;
• Assist in the preparation and follow up of cost-recovery bills in Quantum;
• Coordinate and collaborate with Regional Director’s office for events, meetings etc.

Coordinate Travel and Procurement processes:

• Make travel arrangements for the Deputy Regional Director, Programme and Operations Teams, including travel authorizations, requisitions and claims;
• Review and process travel-related transactions including Travel Requests (TRs), Purchase Orders (POs) and other transactions, in Quantum and Unall;
• Organize travel processes including booking flights, accommodation, and ground transportation; ensure compliance with UN Women travel policies;
• Maintain a database on travel costs and expenses for the different office missions;
• Review procurement processes conducted by programme teams and submissions to the Procurement Review Committee.
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Support the procurement unit prepare and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders.

Facilitate knowledge building and knowledge sharing:

• Provide administrative support synthesis of lessons learnt, and best practices related to programme implementation;
• Build and share knowledge and experience related to administrative and operations support.

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:

• Integrity;
• Professionalism;
• Respect for Diversity.

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 Values and Competencies Framework:

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;
• Ability to manage data, documents, correspondence and reports information and workflow;  
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data.

Minimum Qualifications:

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in Gender Studies, Development, Business Administration or related fields is desirable.

Experience:

• At least 6 years of progressively responsible experience in administration or programme management/support; 
• Experience in working in a computer environment using multiple office software packages is required; 
• Experience in supporting a team is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
• Experience in the UN system or an international organization is an asset.

Languages:

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

Statements:

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.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process