Administrative Assistant - Somalia at UN Women in Kenya
Closing date: 08 Oct 2012
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 center 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 partnership with civil society and other relevant actors.
UN Women is looking for a consultant to support the Somalia Programme operations. Under the guidance and supervision of the Programme Officer, the Administrative Assistant provides support to programme operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Sub-Regional Office and other UN agencies staff to exchange information and ensure consistent service delivery. Under the supervision of the Programme Officer, the incumbent will perform the following tasks:
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats. Organize logistic arrangements and procure conference services required to support Project meetings and events;
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
- Organizing travel for participants, issuing COAs, making travel related payments, and responding to any other necessary activities.
- Prepare and follow up on processing of Project related travel requisitions and claims;
- Support to organization of procurement processes including preparation of RFQs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
- Liaise with UNDP Somalia on provision of support to maintenance of common premises and common services;
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
- Ensure timely processing of contract requests (Individual Contracts, Institutional Contracts, Contract for Professional Services, LTAs);
- Ensures that supporting documentation needed for contract file is obtained and provides relevant forms to the vendor. Follows up on approvals for payment requests and ensures that performance evaluations are completed.
Final product/deliverable
- Logistical support to the study visit for the Ministry of Gender to South Africa
- Logistical support to the AWP review missions to Mogadishu, Puntland and Somaliland
- Administrative support to RFP’s for baseline survey and 16 Days of Activism on Violence Against Women
- Consultancy report on activities conducted within the 3 months’ consultancy period
Qualifications
Education:
- Secondary education. Certification in administration desirable.
Experience:
- 3 to 5 years of relevant experience in administration or programme support service.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems.
Language:
- Somali;
- Strong written and spoken English.
How to apply:
Please send your curriculum vitae marked “Administrative Assistant - Somalia” by 8th October 2012 to consultancies.eharo@unwomen.org
Women are strongly encouraged to apply.
Applicants are required to fill the P11 Form and submit it together with the application. Find the P11 Form for Service Contract Holders on this link http://www.so.undp.org/index.php/UNDP-Somalia-vacancies.html
UN Women will only be able to respond to those applications in which there is further interest.
