Job Title :ADMINISTRATIVE ASSOCIATE (UN WOMEN)
Location : KAMPALA, UGANDA
Application Deadline : 13-Jan-12
Additional Category Management
Type of Contract : FTA Local
Post Level : GS-6
Languages Required : English
Starting Date :
(date when the selected candidate is expected to start) 01-Feb-2012
Duration of Initial Contract : One year
Background
The UN Women (UNW), 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. Placing women’s rights at the centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. UN Women Country Office in Uganda, focuses on addressing issues of women’s poverty, violence against women (VAW) and governance in post conflict situation and in peace through initiating and supporting mechanisms and processes that call for accountability of duty bearers to the principles of gender equality and women’s Human rights; contributing to the increase of women’s security in both the private and public sphere; and providing concrete support to women’s organizations and networks.
The Administrative Associate reports to the UN Women Representative for guidance and is responsible for performing a variety of finance and administrative tasks and services in the CO ensuring timeliness, accuracy and compliance with UNW rules, regulations, processes and procedures and promotes a client, quality and results oriented approach.
The Administrative Associate works in close collaboration with the Finance Associate in the location as well as with operations, program and other teams in the office and SRO to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Administrative support services
Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements)
Arrange purchase of and ensure timely and appropriate distribution office equipment and supplies. Oversee sufficient inventory. Keep adequate records in Atlas to ensure proper asset management.
Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects.
Liaise with UNDP and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements.
Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Execute all necessary arrangements to ensure efficient office space allocation and all related services.
Arrange and oversee building maintenance, movement and repair of furniture and other assets.
Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.
Execute all necessary arrangements to ensure efficient office space allocation and all related services.
Arrange and oversee building maintenance, movement and repair of furniture and other assets.
Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.
Support to the administration of budgets
Collect, verify and organize information required for formulation of project work plans and budgets.
Coordinate and follow up the collection and submission of the budget proposals and financial reports of the implementing partners.
Provide inputs for the preparation of cost-recovery bills in Atlas and follow up on issues related to cost recovery system to ensure all necessary actions are complied with or completed.
Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
Presentation of information for audit of projects.
Support to the administration of procurement services and support to supply and asset management:
Reviews procurement request and initiate procurement procedures, administer receipt of quotations, bids or proposals ensuring accuracy of information/data and compliance with UNW regulations, rules, policies and procedures.
Prepare purchase orders and contracts in and outside Atlas and ensure timely dispatched of purchase orders.
Create and maintain vendor profiles in Atlas.
Perform buyer role in Atlas for goods and services.
Timely corrective actions on POs with budget check errors and other problems.
Process payment of contracts and agreements with the required support documentation and certifications.
Provision of information for preparation of cost-recovery bills in Atlas as required.
Receptionist duties
Screen and appropriately route telephone calls within the office. Receive and direct visitors to the office to the appropriate persons.
Receive and route incoming mail. Arrange courier services.
Maintain log of incoming and outgoing mail file as appropriate.
Support to knowledge building and knowledge sharing
Participation in the organization of training for the office staff on program and operations related issues.
Contribute to the collection and sharing of best practices in program and financial services and administration to support training of administrative staff.
Competencies
Core Values and Guiding Principles:
Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
Core Competencies:
Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking.
Working in Teams: Acting as a team player and facilitating team work
Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
Self-management and Emotional intelligence: Creating synergies through self-control
Conflict Management / Negotiating and Resolving Disagreements
Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of others
Functional Competencies:
Ability to perform a broad range of administrative activities related to operations resources management and services
Good organizational skills
Ability to research, select relevant information and maintain accurate records and data base.
Knowledge of procurement rules and best practices.
Good application skills of IT tools and management systems
Required Skills and Experience
Education:
Completion of Secondary education is required.
First University Degree in Business or Public Administration or Social Sciences desirable but not required.
Experience:
Minimum of 6 years of experience in administration is required, in a large corporation or organization is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements:
Written and oral proficiency in English is required.
Knowledge of the other UN working knowledge is desirable.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.]
To Apply;
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=27169
Location : KAMPALA, UGANDA
Application Deadline : 13-Jan-12
Additional Category Management
Type of Contract : FTA Local
Post Level : GS-6
Languages Required : English
Starting Date :
(date when the selected candidate is expected to start) 01-Feb-2012
Duration of Initial Contract : One year
Background
The UN Women (UNW), 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. Placing women’s rights at the centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. UN Women Country Office in Uganda, focuses on addressing issues of women’s poverty, violence against women (VAW) and governance in post conflict situation and in peace through initiating and supporting mechanisms and processes that call for accountability of duty bearers to the principles of gender equality and women’s Human rights; contributing to the increase of women’s security in both the private and public sphere; and providing concrete support to women’s organizations and networks.
The Administrative Associate reports to the UN Women Representative for guidance and is responsible for performing a variety of finance and administrative tasks and services in the CO ensuring timeliness, accuracy and compliance with UNW rules, regulations, processes and procedures and promotes a client, quality and results oriented approach.
The Administrative Associate works in close collaboration with the Finance Associate in the location as well as with operations, program and other teams in the office and SRO to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Administrative support services
Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements)
Arrange purchase of and ensure timely and appropriate distribution office equipment and supplies. Oversee sufficient inventory. Keep adequate records in Atlas to ensure proper asset management.
Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects.
Liaise with UNDP and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements.
Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Execute all necessary arrangements to ensure efficient office space allocation and all related services.
Arrange and oversee building maintenance, movement and repair of furniture and other assets.
Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.
Execute all necessary arrangements to ensure efficient office space allocation and all related services.
Arrange and oversee building maintenance, movement and repair of furniture and other assets.
Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.
Support to the administration of budgets
Collect, verify and organize information required for formulation of project work plans and budgets.
Coordinate and follow up the collection and submission of the budget proposals and financial reports of the implementing partners.
Provide inputs for the preparation of cost-recovery bills in Atlas and follow up on issues related to cost recovery system to ensure all necessary actions are complied with or completed.
Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
Presentation of information for audit of projects.
Support to the administration of procurement services and support to supply and asset management:
Reviews procurement request and initiate procurement procedures, administer receipt of quotations, bids or proposals ensuring accuracy of information/data and compliance with UNW regulations, rules, policies and procedures.
Prepare purchase orders and contracts in and outside Atlas and ensure timely dispatched of purchase orders.
Create and maintain vendor profiles in Atlas.
Perform buyer role in Atlas for goods and services.
Timely corrective actions on POs with budget check errors and other problems.
Process payment of contracts and agreements with the required support documentation and certifications.
Provision of information for preparation of cost-recovery bills in Atlas as required.
Receptionist duties
Screen and appropriately route telephone calls within the office. Receive and direct visitors to the office to the appropriate persons.
Receive and route incoming mail. Arrange courier services.
Maintain log of incoming and outgoing mail file as appropriate.
Support to knowledge building and knowledge sharing
Participation in the organization of training for the office staff on program and operations related issues.
Contribute to the collection and sharing of best practices in program and financial services and administration to support training of administrative staff.
Competencies
Core Values and Guiding Principles:
Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
Core Competencies:
Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking.
Working in Teams: Acting as a team player and facilitating team work
Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
Self-management and Emotional intelligence: Creating synergies through self-control
Conflict Management / Negotiating and Resolving Disagreements
Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of others
Functional Competencies:
Ability to perform a broad range of administrative activities related to operations resources management and services
Good organizational skills
Ability to research, select relevant information and maintain accurate records and data base.
Knowledge of procurement rules and best practices.
Good application skills of IT tools and management systems
Required Skills and Experience
Education:
Completion of Secondary education is required.
First University Degree in Business or Public Administration or Social Sciences desirable but not required.
Experience:
Minimum of 6 years of experience in administration is required, in a large corporation or organization is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements:
Written and oral proficiency in English is required.
Knowledge of the other UN working knowledge is desirable.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.]
To Apply;
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=27169
