Administrative Associate

About the Role

The Peace, Security and Resilience Section of the Policy, Programme and Intergovernmental Division supports UN Women in fulfilling its coordination mandate in peace and security, disaster risk reduction, and monitoring global commitments on women and peace and security. This includes implementing the Beijing Platform for Action, Security Council resolutions on Women, Peace and Security, and related accountability frameworks. The Administrative Associate reports to the Operations Analyst and supports office operations through standard administrative processes, ensuring high quality and accuracy while promoting a client, quality, and results-oriented approach.

The role involves close collaboration with Operations, Programme, and project teams to resolve complex administrative issues and ensure consistent service delivery.

Responsibilities

• Provide general administration and operations support in compliance with UN Women rules, regulations, policies, and procedures:
  • Prepare work plans for the administrative team.
  • Coordinate and serve as the leave monitor for the team, ensuring timely submission, tracking, and compliance with organizational leave policies.
  • Coordinate and supervise travel arrangements.
  • Facilitate the organization of conferences, workshops, and retreats.
  • Organize and manage procurement activities, including preparation and conduct of Request for Quotations, Invitations to Bid, or Requests for Proposals, and the opening and evaluation of tenders.
  • Handle protocol matters, staff registration, and coordination with local authorities on space and administrative issues.
• Manage the Chief of Peace and Security’s calendar:
  • Ensure effective scheduling, prioritization of meetings, and timely coordination of appointments.
  • Organize weekly meetings to review priorities and coordinate agendas.
  • Maintain the team’s weekly calendar.
• Coordinate and organize administrative Human Resources services:
  • Create and upload vacancy announcements and organize interview panels.
  • Maintain staffing lists and reports.
  • Monitor attendance and leave management.
  • Provide support in personnel administration for international and national staff (e.g., renewal of UNLPs, visas, contract extensions, administration of benefits, allowances, and home leave entitlements).
  • Prepare staffing/personnel-related reports and draft responses to inquiries for clearance by the Operations Manager.
• Provide administrative support to knowledge building and sharing:
  • Organize trainings on administrative policies, procedures, and processes for operations/projects personnel.
  • Compile lessons learned and best practices in administration, procurement, and human resources.
  • Brief staff members on general administrative matters and provide advice and support.
• Perform other duties within the functional profile as necessary for the efficient functioning of the Office and the Organization.

Requirements

• Education and Certification:
  • Completion of secondary education is required.
  • Bachelor’s degree in business administration or related fields is desirable.
• Experience:
  • At least 7 years of progressively responsible experience in administration, procurement, HR, or logistic support services is required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
  • Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Languages:
  • Fluency in English is required.
  • Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian, or Spanish).

About UN Women

UN Women 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. Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women supports UN system efforts to advance gender equality globally.

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

For more information on UN Women’s Values and Competencies Framework, visit this link.