Administrative Assistant

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.

This UNV assignment reports to the UN Women Europe and Central Asia (ECA) Operations Manager for general guidance and direct supervision and is responsible for providing a variety of executive administrative support to the Office maintaining full confidentiality in all aspects of assignment and, in close coordination with the office management and staff, for supporting in the efficient and accountable flow of operational activities in support of the Regional and Project Offices.

The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery. Persons with disabilities are highly encouraged to apply to this assignment.

Under the direct supervision of the ECA Regional Office Operations Manager, the national UN Volunteer will undertake the following tasks:

1. Support implementation of operational strategies:
• Support full compliance of administrative activities with UN Women rules, regulations, policies and strategies.
• Provision of inputs to the Regional Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to the preparation and implementation of administrative team results-oriented work plans.

2. Support implementation of Human Resources (HR) Services:
• Support implementation of HR services with full compliance with HR rules, regulations, policies, and strategies.
• Assist in HR services such as vacancy announcement, compilations of matrixes, organizing interview panels etc.
• Maintain staffing lists and reports as required.
• Perform the duties of Leave Monitor.

3. Support implementation of Procurement services:
• Support implementation of Procurement services with full compliance with Procurement rules, regulations, policies, and strategies.
• Assist in Procurement activities such as admin support for RFQs, RFBs, ITBs etc.

4. Provision of administrative and logistical/travel support:
• Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent).
• Perform Buyer role in Quantum and preparation of POs for travel activities.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies, and other administrative surveys, support to organization of common services.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Assistance in the preparation of budget, provision of information for audit.

5. Support to office maintenance and assets management:
• Maintenance of records on assets management and preparation of required reports.
• Provision of support to maintenance of premises and common services.
• Maintenance of files and records relevant to office premises and related maintenance.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

6. Support to knowledge building and knowledge sharing
• Provision of necessary administrative support for effective knowledge management and sharing within the Unit.
• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

7. Other tasks assigned by the supervisors.
• Maintain confidentiality.
• Carry out operational support as per the instruction of the Operations Manager.



Furthermore, UN Volunteers are required to:
• 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 IVD);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• 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.