Background

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as NRAs-Non-Residency Agency offices (formerly denominated programme presences) across the region, UN Women builds on a long history of support to governments, civil society, and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

Reporting to Regional Procurement and Administrative Specialist, 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.

Duties and Responsibilities

• Prepare work plan for administrative team.
• Coordinate and supervise administrative support staff in the Regional Office.
• Coordinate and supervise shipments and customs clearance arrangements.
• Coordinate and supervise travel arrangements.
• Coordinate and supervise relocation arrangements and other office related agreements/contracts.
• Coordinate and facilitate the organization of conferences, workshops, and retreats.
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters.
• Manage and improve filing system ensuring safekeeping of confidential materials.

2. Coordinate and organize assets management and procurement processes.

• Manage 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 substantive inputs to the preparation of procurement plans for the office and contribute to monitoring 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 and manage 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 as well as Mini Bids/Call of Orders and micro purchasing processes.
• Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required.
• Coordinate and supervise the preparation of Purchase Orders (POs) and contracts in and outside UNW ERP system; ensure accuracy of POs.
• Review of procurement processes conducted by the unit; submissions to the correspondent PRC-Procurement Review Committee.
• Administer and establish Long Term Agreements (LTAs) with UN Joint Teams.
• Represent ROAP in the working groups of the OMT-Operations Management Teams (Regional and Local).

3. Coordinate and organize administrative services related to Human Resources and Security

• Create and upload vacancy announcements and organize interview panels for individual consultancies of the operations area.
• Assume overall responsibility for attendance and leave management monitoring of the personnel of the operations area in ROAP.
• 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.

4. Provide administrative support to knowledge building and knowledge sharing.

• Organize trainings for the operations/ projects staff on administrative related matters.
• Compile lessons learnt and best practices in administration, procurement, and human resources.
• Brief staff members on general administrative matters; provide advice and administration support.

Competencies

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

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.
• Excellent knowledge of administrative rules and regulations.
• Excellent IT and web-based management skills.
• Ability to extract and interpret data.

Required Skills and Experience

• Completion of secondary education is required.
• Bachelor’s degree in business administration or related fields is an asset.

Experience:

• At least 7 years of progressively responsible experience in administration, procurement, or logistic support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in the use of the ERP Quantum is an asset.

Language Requirements:

• Fluency in English is required.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from Application and recruitment process | About us: Careers at UN Women | UN Women – Headquarters Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Inclusion Statement:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, 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).