Scope of Work:

Provide Administration support to the Regional Office: 

• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
• Manage the UN Women Deputy Regional Director’s calendar, and schedule of appointments and meetings;
• Coordinate with the Executive Associate in supporting the Regional Director with administrative processes and timely follow-up on priority actions on needs basis;
• Provide administrative support to maintenance of premises and common services, as needed;
• Maintain e-filing system ensuring safekeeping of confidential materials, as necessary.

Provide Programme support to the Regional Office: 

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
• Research, compile data and information for the preparation of documents, guidelines, position papers and draft responses to enquiries;
• Prepare briefing materials, PowerPoint presentations, public information materials and briefing packets as required;
• Support prepare information for the audit of programmes/projects and support implementation of audit recommendations;
• Create requisitions in Quantum and register good receipts in Quantum;
• Assist in the preparation and follow up of cost-recovery bills in Quantum;
• Coordinate and collaborate with Regional Director’s office for events, meetings etc.

Coordinate Travel and Procurement processes:

• Make travel arrangements for the Deputy Regional Director, Programme and Operations Teams, including travel authorizations, requisitions and claims;
• Review and process travel-related transactions including Travel Requests (TRs), Purchase Orders (POs) and other transactions, in Quantum and Unall;
• Organize travel processes including booking flights, accommodation, and ground transportation; ensure compliance with UN Women travel policies;
• Maintain a database on travel costs and expenses for the different office missions;
• Review procurement processes conducted by programme teams and submissions to the Procurement Review Committee.
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
• Support the procurement unit prepare and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders.

Facilitate knowledge building and knowledge sharing:

• Provide administrative support synthesis of lessons learnt, and best practices related to programme implementation;
• Build and share knowledge and experience related to administrative and operations support.

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;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data.

Minimum Qualifications:

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in Gender Studies, Development, Business Administration or related fields is desirable.

Experience:

• At least 6 years of progressively responsible experience in administration or programme management/support;
• Experience in working in a computer environment using multiple office software packages is required;
• Experience in supporting a team is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
• Experience in the UN system or an international organization is an asset.

Languages:

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).