مطلوب مساعد اداري للعمل لدى هيئة الأمم المتحدة للمرأة-توجيهي كحد ادنى
About the job
Background- Provide administrative support to travel arrangements, protocol and office transportation
- Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
- Arrange travel and hotel arrangements for staff and visitors;
- Manage the drivers’ schedules;
- Track and log the use of fuel.
- Process all protocol requests for international staff and office including visas for all UN travelers.
- Provide administrative support to processing and facilitating proper documentation management
- Store, manage, and track documents in a SharePoint database;
- Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedures;
- Route documentations from Country Offices to the proper unit for processing, as required.
- Provide administrative support to assets management and procurement
- Inspect and verify all incoming assets (equipment, furniture, and inventory), and schedule deliveries to users;
- Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
- Create suppliers profiles in Quantum
- Maintain inventory records;
- Provide administrative support to the annual physical inventory verification exercise by checking the accuracy of records and location of property;
- Prepare Purchase Orders; process invoices related to office building services (utilities and contractors);
- Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
- Serve as the focal point for facilities management and oversee the services provided by service contractors on cleaning and maintenance of office space
- Process micro-purchase procurement requests as necessary.
- Provide administrative support to the organizing of the CO’s meetings and panels
- Prepare presentation materials;
- Arrange the logistics of the CO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
- Finalize memoranda, list of participants; and send letters of invitation and other documents;
- Attend meetings, prepare minutes, and monitor follow up activities, as requested.
- Provide administrative support to knowledge building and knowledge sharing
- Facilitate trainings for the operations/projects staff on administration.
- Perform other tasks as may be requested.
- Adherence to UN Women rules and regulations;
- Timely and quality procurement services;
- Quality support to conferences and events;
- Quality organization of files and reports; timely routing of documents;
- Timely support to team.
- Respect for Diversity
- Integrity
- Professionalism
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Ability to administer administrative processes and transactions;
- Ability to perform work of confidential nature and handle a large volume of work;
- Good knowledge of administrative rules and regulations;
- Good IT and web based management skills.
- Completion of secondary education is required;
- Bachelor’s degree in Business or Public Administration or related fields is an asset.
- At least 5 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.);
- Experience working with the UN is an asset
- Experience in the use of Quantum is an asset.
- Fluency in English and Arabic is required;
- Knowledge of the other UN official working language is an asset.
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