Operations Assistant

UNWomen KOR organization mission TBD

The UN Women Centre of Excellence for Gender Equality embraces innovation, including as it relates to new technologies and partnerships, to increase the breadth and depth of its work, aligning with the 2030 Agenda for Sustainable Development and its transformative promise to leave no one behind.
Reporting to Finance Associate, the Operations Assistant will provide finance and administrative support to the member of the Programme Teams and Administrative Assistant. S/he contributes to programme implementation including providing necessary operational, administrative and programmatic support. The Operations Assistant works in close collaboration with the operations, programme and project’s staff in the Centre as required.

Within the delegated authority and under the supervision of [Finance Associate] or his/her designated mandated representative(s), the Operations Assistant will:

Provide comprehensive administrative, operational, and ICT-related support to the Programme and Operations Units.
1. Administrative and Logistical Support:
• Provide administrative support for events such as webinars, meetings, conferences, workshops, etc.
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards, and other documents, collect information for DSA as required.
• Provide administrative support in the preparation of documents for payment processes to vendors with contracts (e.g., RFQ, RFP, and others).
• Create non-PO invoices and requisitions in Quantum for development projects, including registering goods receipts in Quantum.
• Support the preparation and procurement of services or goods arrangements, including assisting in the preparation for RFQs, ITBs, or RFP documents, receipt of quotations, bids, or proposals, and their preliminary evaluation.
• Serve as the Quantum focal point for vendor creation/submission.
• Organize and coordinate the filing of documents.
• Perform general office management tasks as required or assigned by the supervisor and Administrative Assistant.
2. ICT Support:
• Manage ICT infrastructure, ensuring compliance with information security policies.
• Oversee network connectivity, security appliances, and end-user computing devices (laptops, mobile devices).
• Provide technical support, end-user training, and manage office printing and conferencing services, including troubleshooting audio/video connections for online meetings (Zoom, Teams, etc.).
Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Key Performance Indicators:

• As an active Centre of Excellence for Gender Equality team member, efficient, timely, responsive, client-friendly and high-quality support rendered to [Centre of Excellence for Gender Equality] and its beneficiaries in the accomplishment of her/his functions, including:
o Timely and accurate administrative and logistical support to events, workshops, and missions;
o Full compliance of programmatic and operational activities with UN Women rules, regulations, policies and procedures;
o Quality maintenance of internal systems and files;
o Quality and timely support to operations and programme team.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed