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.ย
Afghanistan is one of the worldโs most complex emergencies, and the worldโs largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the development of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to putting them at the center of the global response to the crisis in Afghanistan.
UN Women has been in Afghanistan for two decades. UN Womenโs programming approach is informed by analysis of the political, economic and humanitarian situation, risks to and capacities of partner organizations, and needs of Afghan women and girls. UN WOMEN Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Womenโs Economic Empowerment, and (4) Women, Peace and Security.
Reporting to Procurement and Administration Specialist, the Administrative Associate supports the office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects teams to ensure consistent service delivery and to resolve complex administration related issues and information delivery.
Scope of Work
1. Provide general administration and operations support to the ACO in compliance with UN Women rules, regulations, policies, and procedures:ย
Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);ย Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;ย Provide administrative support to conferences, workshops, retreats;ย Provide administrative support to maintenance of premises and common services;ย and Maintain filing system ensuring safekeeping of confidential materials, as necessary.ย2. Coordinate and organize assets management and procurement processes:
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 ย 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 system, create vendor profiles in Quantum system; andย Review procurement processes conducted by projects; submissions to the Procurement Review Committee.ย3. Support programme/project team on logistical arrangement
Facilitate requests for visas for all UN travelers; Handle accommodation reservations in Afghanistan for visitors on official mission; Support project/programme team on hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required; Arrange transportation for high-level officials;ย 4. Provide administrative support to knowledge building and knowledge sharing:ย
Provide administrative support in the organization of trainings for the operations/projects personnel; andย Compile lessons learnt and best practices in administration, procurement, and human resources.ย5. Perform other administrative tasks as assigned by supervisor
Supervisory/Managerial Responsibilities:ย N/A
Competencies :
Core Values:
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:
Ability to administer and execute administrative processes and transactions Ability to perform work of confidential nature and handle a large volume of work Strong knowledge of administrative rules and regulations Strong IT and web-based management systems skills Ability to extract and interpret dataEducation and Certification
Completion of secondary education is required.ย Bachelorโs degree in business administration or related fields is desirable.Experience
At least 6 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.ย Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.Languages
Fluency in English is required. Fluency in Dari and Pashto is required. Knowledge of another official UN language is desirableยStatements :
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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