Background:
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
The full-scale invasion of Ukraine has had a profoundly negative impact on the lives of women and men, girls and boys, causing widespread destruction, displacement and suffering. According to Ukraine Humanitarian Response Plan for 2023, ย nearly 18 million people, out of whom 6.7 million are internally displaced, are in need of humanitarian assistance. Multiple forms of gender-based violence (GBV), including intimate partner violence, sexual exploitation and abuse, sexual harassment, conflict-related sexual violence (CRSV) and economic exploitation, are being reported, exacerbating the pre-war situation. With women constituting the majority of refugees from Ukraine and those displaced within the country, the multisectoral impact of the war affects women disproportionately through such factors as increased care responsibilities, reduced access to livelihoods and increased threat of gender-based violence.ย
The Country Office with its national and UN partners continues working towards ensuring that many important gender equality gains achieved before the escalation of the war in 2022, will sustain, while emerging challenges and needs to womenโs rights and empowerment are addressed, including though adequate funding, strengthen resilience, economic empowerment, and inclusion of women in the decision-making, humanitarian response and gender-responsive recovery at all levels.ย
Under the direct supervision of the Operations Manager, the Operations Associate carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Operations Associate is results and client oriented producing administrative services of the highest quality in a timely and proactive fashion.ย ย
Key Functions and Accountabilities
Provide administration and operations support to the Ukraine Country Office (CO) in accordance with UN Women rules and regulations and policies and strategies: Contribute to an annual workplan for the Operations Team and monitor the implementation and monitoring;ย Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;ย Provide technical support and guidance to colleagues on operational issues;ย Ensure a continuous and up-to-date flow of information between the CO and the RO as needed.ย Coordinate the pre-audit preparations for the CO to be audit ready and complete the pre-audit checklist;ย Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.ย Coordinate and administer procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies: Provide inputs to the preparation of procurement plans for the office and monitor their implementation; ย Generate procurement related reports; research and draft responses to enquiries; ย Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services; ย Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders; ย Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required; ย Prepare Purchase Orders (PO) and contracts in and outside Quantum, create vendor profiles in Quantum; ย Review procurement processes conducted by projects; submissions to the Procurement Review Committee. ย Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution; ย Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items; ย Administer and coordinate Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies: Create and upload vacancy announcements and organize interview panels; ย Maintain staffing lists and reports; ย Assume overall responsibility for attendance and leave management monitoring; ย Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements); ย Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager. ย Contribute to knowledge sharing: Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters; ย Compile lessons learnt and best practices in administration, procurement, and human resources. ย The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.Supervisory/Managerial Responsibilities:ย
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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.Please visitย this linkย for more information on UN Womenโs Values and Competencies Framework:ย
Functional Competencies:
Recruitment Qualifications
Education and Certification:
Completion of secondary education is required.ย ย Bachelor's degree in Business, Administration and Financeย is an assetยExperience
At least 6 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;ย Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.ย Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.ยLanguages
Fluency in English and Ukrainian is required.ย Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).ยStatements :
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates,ย and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age,ย ability, national origin,ย or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere toย UN Womenโsย policiesย and proceduresย andย theย standardsย of conduct expected of UN Women personnelย and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.
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