Gender Support Programme Administrative Assistant (Nationals Only)

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, 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. The UN Women Country Office in Zimbabwe is implementing the Non State Actors Support (NSA) Programme to Zimbabwe that is developed by the European Commission (EC) based on the outcome of the EC consultations with stakeholders including UN Women in Zimbabwe to provide support to Non State Actors as part of the Country Support Strategy. The initial two-year programme has progressively evolved into a basket fund known as the “Gender Support Programme in Zimbabwe,” enabling close coordination with other donors in the sector and in line with Paris Declaration on Aid Effectiveness. The Administrative Assistant reports to the Programme Officer of the Non State Actors Support (NSA) Programme to Zimbabwe for guidance and is responsible for performing a variety of procurement and administrative tasks and services in the Country Office (CO) ensuring timeliness, accuracy and compliance with UN Women rules, regulations, processes and procedures and promotes a client, quality and results oriented approach. The Administrative Assistant 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. 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: Review 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. Support to knowledge building and knowledge sharing Participation in the organization of training for the office staff on programme 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

Functional Competencies: Building Strategic Partnerships: Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives; Promoting Organizational Learning and Knowledge Sharing. Basic research and analysis Researches best practices and poses new, more effective ways of doing things. Job Knowledge/Technical Expertise Fundamental knowledge of processes, methods and procedures Understands the main processes and methods of work regarding to the position; Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks; Demonstrates good knowledge of information technology and applies it in work assignments. Promoting Organizational Change and Development Presentation of information on best practices in organizational change Demonstrates ability to identify problems and proposes solutions. Design and Implementation of Management Systems Data gathering and implementation of management systems Uses information/databases/other management systems. Client Orientation Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion; Organizes and prioritizes work schedule to meet client needs and deadlines; Responds to client needs promptly. Promoting Accountability and Results-Based Management Gathering and disseminating information Gathers and disseminates information on best practice in accountability and results-based management systems. Core Competencies: Demonstrating/safeguarding ethics and integrity; Demonstrate corporate knowledge and sound judgment; Self-development, initiative-taking; Acting as a team player and facilitating team work; Facilitating and encouraging open communication in the team, communicating effectively; Creating synergies through self-control; Managing conflict; Learning and sharing knowledge and encourage the learning of others.

Required Skills and Experience

Education: Secondary education; Certification in administration and/or procurement desirable; University Degree in Business or Public Administration would be desirable, but it is not a requirement. Experience: Minimum of 5 years of experience in administration is required, in a large corporation; UN experience is desirable; 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. N.B. UNDP Zimbabwe reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Zimbabwe at the same grade level and with similar job description, experience and education requirements. QUALIFIED AND EXPERIENCED FEMALE CANDIDATES ARE ENCOURAGED TO APPLY.

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.

Gender Support Programme Administrative Assistant (Nationals Only)