Administrative Associate

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.

The full-scale invasion of Ukraine has had a profoundly negative impact on the lives of women and men, girls and boys, causing widespread destruction, displacement and suffering. According to Ukraine Humanitarian Response Plan for 2023,  nearly 18 million people, out of whom 6.7 million are internally displaced, are in need of humanitarian assistance. Multiple forms of gender-based violence (GBV), including intimate partner violence, sexual exploitation and abuse, sexual harassment, conflict-related sexual violence (CRSV) and economic exploitation, are being reported, exacerbating the pre-war situation. With women constituting the majority of refugees from Ukraine and those displaced within the country, the multisectoral impact of the war affects women disproportionately through such factors as increased care responsibilities, reduced access to livelihoods and increased threat of gender-based violence. 

The Country Office with its national and UN partners continues working towards ensuring that many important gender equality gains achieved before the escalation of the war in 2022, will sustain, while emerging challenges and needs to women’s rights and empowerment are addressed, including though adequate funding, strengthen resilience, economic empowerment, and inclusion of women in the decision-making, humanitarian response and gender-responsive recovery at all levels. 

Reporting to Operations Manager, the Administrative Associate 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. The Administrative Associate 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 functions and accountabilities

1. Provide general administration and operations support to the Ukraine 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. 

1. 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 Quantum system, create vendor profiles in Quantum system:  
• Review procurement processes conducted by projects; submissions to the Procurement Review Committee. 

1. Coordinate and organize administrative Human Resources services:

• Create and upload vacancy announcements and organize interview panels; 
• Maintain staffing lists and reports; 
• Assume overall responsibility for attendance and leave management monitoring; 
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements); 
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager. 

1. 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. 

1. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: 

N/A 

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;  
• Strong knowledge of administrative rules and regulations;  
• Strong IT and web based management skills;  
• Ability to extract and interpret data  

Recruitment Qualifications

Education and Certification:

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

Experience

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service; 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required; 
• Experience with the UN will be an advantage.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. 

Languages

• Fluency in English and Ukrainian 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.