Background

Compliant to the United Nations Partnership for Sustainable Development Framework (2016-2020) signed with the government of Georgia, Agenda 2030 and Georgia nationalized SDGs, CEDAW Concluding Observations to Georgia (July 2014) and the Beijing Platform for Action, UN SCR Resolutions1325 and follow up resolutions on women, peace and security, the national gender equality policy priorities and UN Women Strategic Plan 2018-2021, UN Women Georgia aims to support the government and CSO partners to advance GEWE through sustainable and holistic interventions on policy, institutions, and grassroots’ levels; thematic areas covered include: of women’s economic empowerment (WEE), ending violence against women and girls (EVAWG), and women, peace and security(WPS). The overarching goal of UNW Georgia SN (2016-2020) is to achieve sustainable empowerment of women and girls towards a gender equal society. Work towards the achievement of this overarching goal is important in terms of accelerating Georgia’s ambitions to get closer to the EU, and strengthen governance, democracy, rule of law and respect for human rights as key pre-conditions for Euro integration.

Reporting to Operations Manager, the Administrative Assistant will support in planning, implementing, and managing UN Women Country office. She/he will work in close collaboration with the Operations Manager in supporting UN Women CO in its daily activities.

Duties and Responsibilities

• Provide administrative support to property management;
• Maintain filing system ensuring safekeeping of confidential materials for entire UN Women Country Office.
• Support UN Women Operations team in maintaining online archive system;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Maintain records on assets management and prepare required reports;
• Prepare and distribute invitation, agendas, various information, etc.;
• Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of format, grammar, and spelling;
• Support UN Women communications team in organizing publications and maintaining the log-book;
• Make arrangements for appointments and meetings, provide administrative support to conferences, workshops, retreats;
• Facilitate travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
• Prepare payment requests, financial reports, budget planning, and financial expenditures as needed;
• Safe keeping and maintenance of the project / UN Women equipment and stocks;
• Act as an interpreter/translator upon request from English, Russian and into Georgian language and vice versa when required;
• Assist with photocopying, scanning, and faxing (both Country Office and project-related activities);
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
• Coordinate UN Women Country office vehicle pool and distribution of vehicles as requested (maintain the routine vehicle request procedures; checking driver’s logbook)
• Assist UN Women Country Representative, UN Women Deputy Country Representative and UN Women Operations Manager in their daily work;
• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
• Build and share knowledge and experience related to administrative and operations support;
• Coordinate and supervise shipments and customs clearance arrangements;
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
• Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation;
• Perform other relevant duties as required.

Competencies

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

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

Technical/Functional Competencies:

• Proficiency in IT skills demonstrated;
• Knowledge and understanding of UNDP/UN WOMEN administrative procedures and functions will be an
• asset;
• Familiarity with results-based management and human rights-based programming will be an asset.

Behavioral Competencies:

• Excellent interpersonal and strong communication skills;
• Ability to work in an international and multicultural environment demonstrated;
• Strong organizational and time management skills, ability to meet deadlines;
• Ability to work as a member of a team;
• Ability to approach work with energy, commitment and a positive, constructive attitude; Resourceful in finding solutions.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Required Skills and Experience

• Bachelor’s degree finance, administration, or related field with 3 years of relevant experience of High school education with 6 years of relevant experience.

Relevant work experience:

• At least 3 years (bachelor’s degree) and 6 years (high school education) of work experience in the area of finance, general administration, procurement, Logistics and etc.;
• At least five years of work experience in project support and implementation
• Work experience in the field of gender equality and women’s empowerment will be considered an asset.
• Experience in providing project support and/or coordination of activities with NGOs, UN agencies and/or EU institutions, or other donor or international organizations is required;
• Strong experience in preparation of budgets, work-plans and implementation plans is required;
• Strong experience in undertaking internet search using search engines, contributing to report writing and undertaking desk research.
• Knowledge of UN Women/UNDP procurement and financial rules and regulation is an additional advantage;
• Experience in preparation of presentations, meetings and administrative documentation for projects;
• Knowledge of project management tools and utilization of these regularly in work and assignments.
• Experience with Microsoft Office applications, high proficiency in the use of MS Word, Excel and PowerPoint;
• Experience in handling of web-based management systems is an added advantage.

Languages:

• Fluency in English, Georgian and Russian languages.

Application package for the position of Ending Violence against Women Programme Associate on SB3-Q3 level should consist of:

• Duly filled in Personal History Form PHF11 that can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process;
• CV.

How to Submit the Application:

• Download and complete the UN Women Personal History Form (P11)- https://www.unwomen.org/en/about-us/employment/application-process;
• Merge your UN Women Personal History Form (P11), CV and the Financial Proposal into a single file. The system does not allow for more than one attachment to be uploaded.
• Click on the Job Title (job vacancy announcement).
• Click ‘Apply Now’ button, fill in necessary information on the first page, and then click ‘Submit Application;’
• Upload your application/single file as indicated above with the merged documents (underlined above).
• You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

• UN Women retains the right to contact references directly. Due to the large numbers of applications, we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.
• Applications without the financial offer will be treated as incomplete and will not be considered for further assessment.
• The individual consultants should take the mandatory learning security course prior to commencement of assignment– details will follow before the issuance of contract.

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.).