Administrative Associate, Harare, Zimbabwe at UN Women

job Description

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.

Reporting to Deputy Country Representative/ Operations Manager, 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 staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Duties and Responsibilities

-Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
-Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and
Daily Subsistence Allowance (DSA), identity cards and other documents;
Provide administrative support to conferences, workshops, retreats;
Provide administrative support to maintenance of premises and common services, as needed;
Maintain filing system ensuring safekeeping of confidential materials, as necessary.

2. 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;
-Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
-Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
-Generate procurement related reports; research and draft responses to enquiries;
-Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
-Organize procurement activities and processes, including preparation and conduct of mini bids, Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
-Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
-Perform Case Manager Role in ERP system (Quantum): Prepare/Close Purchase Orders (PO) and contracts in and outside Quantum system,:
-Review procurement processes conducted by projects; submissions to the Procurement Review Committee.

3. Coordinate and organize administrative Human Resources services:
-Create and upload vacancy announcements and organize interview panels;
-Maintain staffing lists and reports;
-Assume overall responsibility for attendance and leave management monitoring;
-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);
-Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.

4. Provide administrative support to knowledge building and knowledge sharing:
-Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
-Compile lessons learnt and best practices in administration, procurement, and human resources.

5. 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:
The incumbent leads a team of Three (3) personnel: 1 Programme and Administrative Assistant and 2 Transport Assistants.

Qualifications and Experience

-Completion of secondary education is required.
-Specialised training in Procurement or Bachelor’s degree in Business Administration or related fields is desirable.
-Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset.
-Willingness to take UN Women internal procurement certifications is required.

Experience:
-At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
-Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
-Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
-Experience with UN organisations, international bodies or institutions is an asset

Languages:
-Fluency in English is required.
-Knowledge of another official UN language is an asset (French, Arabic, Chinese, Russian or Spanish).