Operations Assistant at UN Women

Task description

Under the direct supervision of the Operations Manager, the UN Volunteer will provide support to UN Women Regional Office in the administration and implementation of regulations, rules, policies, strategies and guidelines regarding procurement, ensuring effectiveness and efficiency, integrity, transparency and quality of service. The scope of the assignment is to provide finance and administration support for the UN Women Regional Office focusing on following tasks:

• Support travel management and office logistics;
• Maintain a database on travel costs and expenses for the different office missions undertaken to assist finance in budgeting for travel;
• Arrange the logistics of the Operations Unit’s oversight or monthly meetings, including booking conference rooms, and recording minutes of the meetings and monitor follow up activities, as requested;
• Database and record management – Organize physical files, regularly upload, manage, and track travel and admin documents in the SharePoint,
• Analyse performance data, track, and report on operations service delivery;
• Support the Operations Manager in the management, updating and implementation of the BCP (Business Continuity Plan);
• Provide administrative support in collecting, updating, and communicating information regarding UN security compliance;
• Maintain the office security plans, including updating security staff lists;
• Assist the Operations Manager in implementing security measures as per the UN Safety and Security guidelines;
• 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 administrative support to the Operations Manager in coordinating meetings with country office Operations Managers, planning of trainings for the operations/ projects staff on administrative related matters;
• Any other operations-related tasks as requested by the supervisor. Furthermore, UN Volunteers are required to:
•  Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
•  Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
•  Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
•  Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
•  Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
•  Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Requirements

Required experience

• 5 years of experience in providing general operations and administrative support with a national / international organization
• Solid experience in travel / logistical arrangements at the National or International level
• Knowledge of UN financial rules and regulations would be preferable
• Excellent computer skills in MS Word and Excel. Demonstratable knowledge and experience working with web-based systems such as ATLAS will be an added advantage

Area(s) of expertise

• Administration, Business management