Administrative & Executive Assistant

Update

This UNV assignment is part of the Tunisia & Libya Cluster Office programmes and operations by providing administrative and logistical support to the Senior Representative. The Administrative and executive assistant supports administrative, protocols, and logistics of the Office under the supervision of the Representative. She/He will assist the office's day-to-day operations and timely delivery according to UN Women rules and regulations.

Within the delegated authority and under the supervision of UN Women Tunisia & Libya Cluster Office or his/her designated mandated representative(s), the UNV Administrative and Executive assistant will:

1- Provide general logistical support:
• Act as a Travel Arranger to create and follow up with the Representative Travel Plan, Travel Request, Travel Claim and security clearance.
• Procure goods and services in compliance with UN Women rules and regulations.
• Request flight schedules from the Procurement Associate, identify and book accommodation for the Representative.
• Coordinate Drivers’ transportation plan by managing the calendar of requests for driving services.
• Manage the Representative’s calendar and schedule of appointments and meetings.

2- Provide administrative support
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas).
• Hold the Supplier Maintenance role to process or create (but not approve) suppliers (legal entity or
• individual) in the ERP System
• Coordinate movements and the consumption of fuel with the driver.
• Verify the completeness of the vehicle log.

3- Provide executive support and information management
• Draft official correspondence and memos.
• Maintain roster of the Office contacts.
• Maintain filing system ensuring safekeeping of confidential materials.
• Organize and attend meetings, prepare minutes and summaries.
• Maintain a log of the office supplies.