UN Women Admin Associate

Job ID/Title :UN Women Admin Associate
Brand :UNWOMEN
Application Deadline:02-Apr-14
Duty Station :     East Jerusalem
Languages Required :Arabic, English,   
Duration of Initial Contract :     One year with possibility of extension
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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN Women plays an innovative and catalytic role in the occupied Palestinian territory (oPt) since its inception in 1997. UN Women oPt focuses its activities on one overarching goal, namely to support the implementation at the national level of existing international commitments to advance gender equality in line with the national priorities. In support of this goal, and thoroughly taking into consideration the specificities of the oPt context, UN Women concentrates its efforts and interventions toward the realisation of following strategic goals: Engendering governance, peace and security; Supporting women's economic security and rights; and Promoting women’s rights and protection against violence.
Under the overall guidance of the oPt Special Representative and the direct supervision of the Programme Management Analyst/ Operations Managers, the Admin Associate assists in the overall management of various administrative services, administers and executes all administrative processes and transactions related to procurement of goods and services, assets management, human resources, and knowledge building ensuring high quality and accuracy of work. 
The Admin Associate promotes a client, quality and results-oriented approach.   The Admin Associate works in close collaboration with the Operations, Programme and projects teams in oPt, with UN Women Regional Centre and HQ teams to implement project activities and resolve bottlenecks, complex operational issues and information delivery, and with sister UN agencies in oPt to exchange information and ensure consistent service delivery.

Description of Responsibilities:
Summary of Key Functions :
-Implementation of operational strategies
-Provision of efficient and efficient procurement, administrative services
-Provision of efficient human resource services in the office,
-Support to knowledge building and knowledge sharing

-Implementation of operational strategies:
-Implementation of an effective internal control system for management of e-procurement activities.
-Execution and coordination of all procurement and operational activities in full compliance with UN Women rules, regulations, policies and strategies.
-Support to preparation of annual workplan for the operation’s team and ensuring timely results.
-Support to the preparation of annual office budget, and in tracking admin spending on core and non-core budgets.
-Provision of inputs to administrative business processes mapping and formulation of internal standard operating procedures (SOPs).
-Work closely with the Operations Manager to update the office internal manual (SoPs) on regular basis, and provide support in development and implementation of efficient internal admin procedures/ processes.
-Implementation of cost-saving measures in consultation with office management.

-Provision of efficient and efficient procurement, administrative services:
-Support to formulation and implementation of a strategic procurement plan for oPt office, and assist in ensuring timely implementation of annual procurement plan.
-In coordination with the Operation Manager, provide technical guidance to project teams in preparation of procurement and budget workplans.
-Coordination and facilitation of the provision of reliable and quality procurement and contracting activities, and close oversight of all procurement transactions
-Provision of quality control for Local Acquisition Management Review Committee (LAMRC) submissions, and facilitation of LAMRC reviews in capacity as Secretary of LAMRC.
-Maintenance of candidate/consultant rosters, including e-rosters
-Performing a Buyer role in Atlas, preparation of POs procurement activities above the $2,500 threshold.
-Provision of guidance and regular training on procurement, Assets Management and Atlas procurement module functionalities and reporting to all Buyers office.
-Inventory control of all oPt’s assets, coordination of physical verification of inventory items, and timely preparation and submission of periodic inventory reports.
-Support in presentation of information for audit of UN Women oPt projects, and support to implementation of audit recommendations.
-Coordination with Finance team to ensure timely processing of payments to vendors and timely closure of POs at year-end.
-Coordination with local authorities on protocol and other related matters.
-Implementation of control mechanism and maintenance of control records for all operational services in oPt
-Liaise with United Nations Development Programme/ Programme of Assistance to Palestinian People (UNDP/PAPP) and UN Women Regional Center on administrative and operational matters as required;
-Tracking of cost-recovery charges for all services provided to projects.
-Coordination with World Food Programme (WFP) with regard to common premises.
-Line management and supervision of the admin assistant, receptionist and drivers.
-Work closely with the Administrative Assistant to ensure timely submissions of tax redemption/ exemptions requests, and follow up on protocol and travel matters.
-Ensure the implementation of the filing system for Operations Unit.
-Participate in the UN Admin meetings as an alternate member, and other UN admin sub groups as delegated by the Operations Manager.
-Performance of other duties as assigned.

-  Provision of efficient human resource services in the office:
-Maintenance of the office staffing table for Fixed Term Appointments (FTAs), Service Contracts holders (SCs) personnel and Special Service Agreements (SSA) holders.
-Provision of information on benefits/entitlements to the National and International Staff and Experts.
-Coordination of the recruitment processes in liaison with the project teams, UN Women Human Resources (HR) Units, including provision of input to job classification process, follow up on availability of funds, vacancy announcement, screening of candidates, participation in interview panels.
-Provision of background information and maintenance of the related data to facilitate performance appraisal for oPt team members.
-Participation in the work of Local Salary Survey Committee for comprehensive and interim local salary surveys, and the Hardship and Place-to-place surveys, as required.
-Participation in preparation of the Office Learning plan and assisting in identifying and contracting trainers.
-Liase with Regional Center HR and HQ HR on ensuring the staff and personnel file are kept up to date

-Support to knowledge building and knowledge sharing:
-Organization of training and orientation sessions (for new comers) for the operations/projects teams on procurement and general office administration.
-Provide support for the development of office learning plan; provide support for the implementation of learning plan.
-Synthesis and dissemination of lessons learnt and best practices in procurement and operational areas.
-Briefing/debriefing of staff and project teams on issues relating to area of work
-Sound contributions to knowledge networks and communities of practice.

Impact of Results
The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN Women as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
 
Competencies :
Core values and Guiding principles:
Integrity:
Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism:
Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
              
Cultural sensitivity and valuing diversity:
Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:
Ethics and Values: Demonstrate  and safeguard ethics and integrity
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Development and Innovation: Take charge of self-development and take initiative
Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making

Functional Competencies:
Knowledge Management and Learning
-Ability to share knowledge and experience
-Actively works towards continuing personal learning and development in one or more practice areas,

Development and Operational Effectiveness
-Ability to perform a wide range of varied, inter-related administrative services
-Ability to interpret and analyze data and resolve operational problems, propose solutions
-Ability to work with minimum supervision, and to plan and organize work
-Ability to supervise and train support staff
-Ability to provide inputs to business process re-engineering and development and implementation of new systems

Leadership and Self-Management
-Ability to focus on result for the client and responds positively to feedback
-Ability to organizes and prioritize work schedule to meet client needs and deadlines
-Ability to approaches work with energy and a positive, constructive attitude
-Ability to remains calm, in control and good humored even under pressure

Procurement certification programme
Atlas Procurement Module

Qualifications :
Recruitment Qualifications

Education:
Secondary education with specialized training in Procurement and/or Administration.  University Degree in Business or Public Administration management, economics or related fields will be an advantage but is not a requirement.

Experience: 
Minimum of 6 years of relevant experience in management administration, procurement and HR. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems or ERP highly desirable.
UN experience is considered an asset. Professional background in programming/ projects management is desirable.

Language Requirements:
Fluency (both oral and written) in English and Arabic essential. Knowledge in Hebrew is considered an asset.
 
“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”
 
UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly
 

Important message to all applicants!
-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link:
 

Apply Online

-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps

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