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UN Women: Administrative Assistant

United States

Opportunity Deadline

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Job Description

United States

UN Women: Administrative Assistant

  • Country: USA
  • Organization: UNDP 
  • Deadline: 2023-11-20
  • No of Vacancies: N/A
Duties and Responsibilities
1.     Provide administrative support:

  • Perform the full range of office management and administrative support functions;
  • Maintain liaison with the other sections in PPID regarding on-going programmes and other administrative matters;
  • Monitor processes and schedules related to the unit’s outputs, products, tasks, etc.;
  • Ensure smooth and efficient information flow within the unit;
  • Prepare and processes confidential information;
  • Assist in the development of office administrative systems and procedures;
  • Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.); including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.);
  • Maintain files (both paper and electronic) and databases for work unit;
  • Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit;
  • Provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.), as required;
  • Provide assistance in Biennial Work Plan preparation and entries in Results Management System (RMS) as required;
  • Submit documentation through gdoc to DGACM.

2.     Provide administrative support to meetings, missions and calendar:

  • Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
  • Arrange the logistics of the Chief’s and section’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
  • Manage the Chief’s calendar and organize meeting documentation in consultation with relevant colleagues

3.     Provide administrative support to procurement and human resources:

  • Prepares submissions to Procurement Section in HQ for required services and goods;
  • Coordinate with Procurement Section different solicitations, informal and formal based on the needs of the section;
  • Monitor and track receipts of goods and services against contract provisions;
  • Prepare Purchase Orders and process invoices;
  • Process micro-purchase procurement requests as necessary;
  • Monitor status of all generated purchase orders under the section cost center;
  • Perform the role of travel processor making sure compliance with UN Women duty travel policy, including the monitoring of all travel cases until closure (pre and post travel);
  • Prepare submissions to HR Division for recruitment and extension of contracts for non-staff members;
  • Support section chief in the monitoring of all procurement and HR contracts.

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

Core Values:

  • 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


  • Ability to administer administrative processes and transactions;
  • Ability to perform work of confidential nature exercise discretion;
  • Good knowledge of administrative rules and regulations;
  • Ability to organize and complete multiple tasks by establishing priorities;
  • Ability to handle a large volume of work possibly under time constraints;
  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of office, including data/schedule management, maintenance of protocol, information flow
  • Good IT and web based management skills;
  • Knowledge of Quantum;


Required Skills and Experience
Education and Certification:

  • 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.) is required;
  • Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.


  • Fluency in English is required;
  • Proficiency in another UN working language is desirable.


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