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. |
