UN Women Administrative Assistant, Hanoi, Vietnam, N-PPSA5, National Partner Personnel Service Agreement

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.

Reporting to the Programme Administrative Associate, the Administrative Assistant works with and provides support to the members of the Programme Team through effective delivery of procurement, travel and consultant recruitments consistent with UN Women rules and regulations. The Administrative Assistant provides programme, administrative, and logistical assistance to the team for the smooth programme implementation.

Scope of work

1. Provide administrative support for the delivery of the Programme Unit goods and services:
• Create requisitions in Quantum system for development projects; register good receipts in Quantum system.
• Procurement of goods and services (MCP/RFQ/RFP/DCT/non-PO procurement);
• SSA contracting support- including advertising, following up support documents for contracting;
• Prepare payments and finance processing for projects; events and M&E logistics;
2. Provide administrative support for travel and events of the Programme Unit and office in general:
• Undertake all logistical, administrative and financial arrangements for organization for meetings, workshops, events, and missions and for office-wide events;
• Prepare travel arrangements for the UN Women staff members, personnels and non-personnels, including travel requisitions and claims;
• Draft minutes in meetings, as delegated;
• Organize and coordinate filing of documents;
• Protocol & security back up: facilitate staff/visitor movements (access, visa, badges), manage protocol communications (Note Verbales, delegations) and back up security administration.
3. Facilitation of knowledge building and knowledge sharing:
• Provide administrative support with the organization of training for the office personnel and partners on programme and operations related issues.
• Contribute to synthesis of lessons learnt in workflows and make recommendations for improvements
4. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Knowledge of programme management;
• Ability to create, edit and present information in clear and presentable formats;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Good financial and budgeting skills;
• Good IT skills.

Minimum Qualifications

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in business or public administration is desirable.

Experience:

• At least 5 years of progressively responsible experience in administrative support is required.
• Experience in working in a computer environment using multiple office software packages is required.
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.
• Experience in supporting a team is desirable.

Languages:

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

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, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, 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 to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel 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.