Administrative Assistant

The Administrative Assistant supports office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The role involves providing general administrative and logistical support, managing office supplies and assets, supporting human resources services, and assisting with security focal point activities.

Responsibilities

• Provide general administrative and logistical support to the office in accordance with UN Women rules, regulations, policies, and procedures.
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent).
• Arrange travel and hotel reservations, prepare travel authorizations, process travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required.
• Register, update, and maintain supplier profiles to ensure data accuracy and compliance with organizational standards.
• Provide administrative support to conferences, workshops, retreats.
• Provide administrative support to property management.
• Maintain filing system ensuring safekeeping of confidential materials.
• Perform Buyer role in Quantum system and prepare Purchase Orders.
• Prepare Micropurchases, Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
• Provide administrative support to office and assets management.
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required.
• Maintain records on assets management and prepare required reports.
• Maintain files and records relevant to office premises and related maintenance.
• Prepare financial documentation and records related to the payment of good, services, etc.
• Support in the annual asset verification exercise.
• Support in asset related tasks, as required.
• Facilitate the arrival and accommodation of external personnel, providing administrative and logistical support as needed.
• Receive and distribute documentation, packages and attend phone calls received in the organization.
• Provide administrative support to the implementation of Human Resources services.
• Create and upload vacancy announcement, compile long- and shortlisting matrixes, organize interview panels, and other tasks, as assigned.
• Maintain staffing lists and reports, as assigned.
• Provide administrative and logistic support to UN Women Security Focal Point.
• Provide administrative support to periodic security assessments of the UN Women premises and equipment.
• Provide administrative support to the coordination of security evaluations for residences (Residential Security Measures-RSM) of the UN Women personnel, as well as on latest trends and threats to personnel safety and security.
• Provide inputs to the preparation and review of the UN Women and UN Security Plan.
• Provide logistical support during implementation of the Security Plan, as required.
• Provide support in the UN Women Warden System, as required.
• Provide logistical support to the UN Women Security Focal Point in the completion and updating of the UN Women and UN Security Compliance Survey (SCS) Processes.
• Provide administrative support to knowledge building and knowledge sharing.
• Facilitate trainings on administration policies, procedures and processes for the operations/projects personnel, as required.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Completion of secondary education is required.
• Bachelor’s degree in business administration, public administration or related fields is desirable.
• Five (5) 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.
• Previous experience managing administrative and operational processes within the United Nations system or other international and multilateral organizations is an asset.
• Experience coordinating official travel arrangements, including travel planning, booking, and related administrative processes, is desirable.
• Experience supporting the planning, coordination, and logistical organization of meetings, workshops, conferences, and other events is desirable.
• Experience providing support to procurement and contracting processes, including consultancy and service contracts, is desirable.
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.
• Experience in managing virtual platforms is desirable.
• Working knowledge of English (oral and written communication) is required.
• Fluency in Spanish is required.

Skills

• Administrative Support
• Procurement Support
• Human Resources Support
• Logistical Support
• Travel Coordination
• Meeting Coordination
• Event Planning
• Contract Management
• ERP Systems
• Oracle Cloud
• Office Applications
• MS Word
• Excel
• Virtual Platform Management
• Operational Process Management
• Asset Management
• Security Support

Languages

Spanish, English