In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. In doing so, UN Member States took an historic step in accelerating the Organization’s goals on gender equality and the empowerment of women. The creation of UN Women came about as part of the UN reform agenda, bri...

Administrative Associate

Job TypeFull Time

QualificationBA/BSc/HND

Experience6 years

LocationNairobi

Job FieldAdministration / Facilities

Scope of Work:

Provide Administration support to the Regional Office:

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Manage the UN Women Deputy Regional Director’s calendar, and schedule of appointments and meetings;
• Coordinate with the Executive Associate in supporting the Regional Director with administrative processes and timely follow-up on priority actions on needs basis;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain e-filing system ensuring safekeeping of confidential materials, as necessary.

Provide Programme support to the Regional Office:

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Research, compile data and information for the preparation of documents, guidelines, position papers and draft responses to enquiries;
• Prepare briefing materials, PowerPoint presentations, public information materials and briefing packets as required;
• Support prepare information for the audit of programmes/projects and support implementation of audit recommendations;
• Create requisitions in Quantum and register good receipts in Quantum;
• Assist in the preparation and follow up of cost-recovery bills in Quantum;
• Coordinate and collaborate with Regional Director’s office for events, meetings etc.

Coordinate Travel and Procurement processes:

• Make travel arrangements for the Deputy Regional Director, Programme and Operations Teams, including travel authorizations, requisitions and claims;
• Review and process travel-related transactions including Travel Requests (TRs), Purchase Orders (POs) and other transactions, in Quantum and Unall;
• Organize travel processes including booking flights, accommodation, and ground transportation; ensure compliance with UN Women travel policies;
• Maintain a database on travel costs and expenses for the different office missions;
• Review procurement processes conducted by programme teams and submissions to the Procurement Review Committee.
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Support the procurement unit prepare and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders.

Facilitate knowledge building and knowledge sharing:

• Provide administrative support synthesis of lessons learnt, and best practices related to programme implementation;
• Build and share knowledge and experience related to administrative and operations support.

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

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.

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;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data.

Minimum Qualifications:

Education and Certification:

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

Experience:

• At least 6 years of progressively responsible experience in administration or programme management/support;
• Experience in working in a computer environment using multiple office software packages is required;
• Experience in supporting a team is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
• Experience in the UN system or an international organization is an asset.

Languages:

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Manage the UN Women Deputy Regional Director’s calendar, and schedule of appointments and meetings;
• Coordinate with the Executive Associate in supporting the Regional Director with administrative processes and timely follow-up on priority actions on needs basis;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain e-filing system ensuring safekeeping of confidential materials, as necessary.
• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Research, compile data and information for the preparation of documents, guidelines, position papers and draft responses to enquiries;
• Prepare briefing materials, PowerPoint presentations, public information materials and briefing packets as required;
• Support prepare information for the audit of programmes/projects and support implementation of audit recommendations;
• Create requisitions in Quantum and register good receipts in Quantum;
• Assist in the preparation and follow up of cost-recovery bills in Quantum;
• Coordinate and collaborate with Regional Director’s office for events, meetings etc.
• Make travel arrangements for the Deputy Regional Director, Programme and Operations Teams, including travel authorizations, requisitions and claims;
• Review and process travel-related transactions including Travel Requests (TRs), Purchase Orders (POs) and other transactions, in Quantum and Unall;
• Organize travel processes including booking flights, accommodation, and ground transportation; ensure compliance with UN Women travel policies;
• Maintain a database on travel costs and expenses for the different office missions;
• Review procurement processes conducted by programme teams and submissions to the Procurement Review Committee.
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Support the procurement unit prepare and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders.
• Provide administrative support synthesis of lessons learnt, and best practices related to programme implementation;
• Build and share knowledge and experience related to administrative and operations support.

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data.

• Completion of secondary education is required.
• Bachelor’s degree in Gender Studies, Development, Business Administration or related fields is desirable.
• At least 6 years of progressively responsible experience in administration or programme management/support;
• Experience in working in a computer environment using multiple office software packages is required;
• Experience in supporting a team is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
• Experience in the UN system or an international organization is an asset.
• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).