Provide general administration and operations support to the 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);
• Perform the role of travel processor in UNall;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain filing system ensuring the safekeeping of confidential materials, as necessary. Prepare Purchase Orders (PO)and contracts in Quantum.

Coordinate and organize administrative Human Resources services :

• Maintain staffing lists/personal validation 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;
• Provide administrative and logistical services to CO in full compliance with UN Women rules, regulations, and HR policies and guidelines;
• Process, draft, edit, proofread and finalize for approval a variety of correspondence and other communications;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through UNall;
• Facilitate responses to audit findings and recommendations;
• Facilitate & support staff separation process;
• Draft vacancy announcements; assist in reviewing and processing requests for classification & post vacancies;
• Coordinate, facilitate, and participate in interview panels as necessary;
• Prepare recruitment documentation for the Central Review Board (CRB);
• Prepare position establishment, liaise with headquarters, and assure that action is completed;
• Provide advice to local recruitment in programmes/projects when necessary;
• As the Country Office focal point, provide support for the consultant recruitments & onboarding.

Coordinate and organize assets management:

• 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, and coordinate physical verification of inventory items.

Provide administrative support to knowledge-building and knowledge sharing

• Provide administrative support in the organization of training for the operations/ projects staff on administrative-related matters;
• Compile lessons learnt and best practices in administration, and human resources.

Requirements: 

Education and certification:

• Completion of secondary education is required;
• Bachelor’s degree in Business or Public Administration or related fields is an asset;

Experience:

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service is required;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience working with UN is desirable;
• Experience in the use of Quantum ERP system desirable.

Language Requirements:

• Fluency in English and Arabic is required;
• Knowledge of another UN official working language is an asset.