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
The Operations Assistant will support the COโs operational effectiveness by contributing to administrative, procurement, HR, and financial processes. This support is essential for ensuring data accuracy, audit readiness, and smooth implementation of programme delivery. The consultant will carry out varied and inter-related operational, financial, and logistical support activities, ensuring high quality and accuracy of work. The role is client- and results-oriented, requiring the provision of timely and proactive administrative services of the highest standard.
The assignment will be carried out under the overall supervision of the Operations Manager, and direct cooperation with the Administrative Associate and Finance Associate. The Operations Assistant will be working in close coordination with relevant CO colleagues and service partners. The consultant is expected to maintain regular communication with internal and external stakeholders to ensure timely and accurate completion of tasks. While the consultant does not hold decision-making authority, they are expected to demonstrate a high level of autonomy in handling day-to-day responsibilities, applying UN Womenโs policies, procedures, and standard operating guidelines.
Description of Responsibilities /Scope of Work
The consultant will provide administrative and operational support to the UN Women Albania Country Office, in alignment with UN Womenโs rules, regulations, policies, and strategies. Responsibilities will include support across finance, procurement, HR, travel, and filing/archiving processes to ensure efficient implementation of CO operations and readiness for audits. The consultant will also support procurement and HR coordination by contributing to contract tracking, asset management, and recruitment administration.
Finance
Prepare and submit operational related payment packages with accurate supporting documents. Provide support in preliminary review of payment packages,ย Complete, when requested, reimbursement packages (F10) for office services and supplies. Provide support in preparing the payment and HR services COAs to UNDP. Provide support in completing tracking tables related to month-end closure. Provide support in preparing and submitting VAT reimbursement documentation on a quarterly basis.ย Provide support in reviewing FACE Forms.Human Resourcesย
Provide support in recruitment processes, including posting vacancy announcements, assisting with longlisting, contacting the short-listed candidates, preparing interview reports, in close cooperation with the HR focal point. Coordinate and support the completion of the UN Women mandatory learning courses.ย Provide support in preparing contracts for consultants, as well as the review of the supporting documents for engagement of consultants, Update and submit HR and learning tracking tools.Procurement, Travel and Administration
Initiate PLA requests and follow up on their signatures Update the procurement tracking tools and ensure the contracts database is current. Make travel arrangements for the CO team and provide support to travel related issues. ย Provide support in the solicitation process of CO supply items, including preparation of relevant documentation packages. Complete tagging for new assets and update the asset database. Support with document filing (online) and archiving (offline). Provide administrative and logistical support for CO events (workshops/retreats), including finalizing participant lists, managing venue logistics, and filing mission documentation.The consultant performs other duties within his/her functional profile as deemed necessary for the efficient functioning of the Operations and Country Office.
Consultantโs Workplace and Official Travel
This is an office-based consultancy for 20 (twenty) working days per month.
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 and procurement processes andย transactions.ย ย Ability to perform work of confidential nature and handle a large volume ofย work.ย ย Strong knowledge of administrative rules andย regulations.ย ย Strong IT andย web-basedย managementย skills.ย ย Ability to extract andย interpret dataย ย Ability to priorities work and to multi-task;Education and Certification:
Bachelorโs degree in Business Administration, Finance, Social Sciences or other related study fieldsExperience:
At least 2 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services; Experience in the usage of computers and multiple office software packages is required. Experience in supporting a team is desirable.ยLanguages:
Fluency in English and Albanian is required.Statements :
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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