Administrative Assistant

Key Functions:

Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UN Women rules, regulations, policies and strategies; Full compliance of financial processes and financial records with UN Women rules, regulations, policies and strategies; Provision of inputs to preparation of workplans for the Operations Unit; Draft minutes, invitation letters, and prepare all necessary documents and copies for meetings.

Ensures effective and efficient functioning of the unit (Representative?s office/management/operations/programme), focusing on achievement of the following results:

Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes; Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions; Translation of simple correspondences, when needed.

Provides administrative, finance, procurement, HR and logistical support, focusing on achievement of the following results:

Interpretation and implementation of procedures and rules related to administrative, procurement, and financial and ensure their compliance; Administrative support to organization of conferences, training workshops, retreats, study tours, etc; Arrangement of travel and hotel reservations, preparation of travel authorizations; Provision of all necessary support in organization of the above, as well as report to submission to PNG CO; Full compliance of procurement activities with UN/ UN Women rules, regulations, policies and strategies; Timely preparation and updating of procurement plans for PNG CO; Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation; Preparation of requests with all supporting documents for issuance of Purchase orders, contracts, subcontracts and other documents related to procurement of goods and services; Serving as a focal point in procurement processing for PNG CO programmes and projects; Creation of requisitions in Atlas, registration of goods receipt in Atlas, budget check for requisitions; Undertaking joint procurement activities under combined Purchase Orders for stationery, computer hardware, photocopiers; joint contracts for computer maintenance, air-conditioning maintenance, shipping services, etc; Ensuring the accurate book-keeping of advance funds received and preparation of reports, where relevant; Preparation and handling the routine correspondence related to general administration, procurement, financial and personnel matters; faxes; memoranda and reports in accordance with UNWOMEN rules and procedures; Maintenance of files related to personnel, finance, procurement, administrative, logistical, programme/project matters; Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans; Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution; Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions; Follow up on invoices and prepare request for payments, make payments and maintenance of the cheque register; Assist PNG CO operations and programmes with basic ICT issues; Be an IT procurement and IT asset focal point; Assist in meeting security requirements for the PNG CO eg. Drafting evacuation and fire safety plans, reporting on security matters, undertaking annual security checks of staff residences; Assist with timely extension of personnel contracts; Arrangements of visas and work permits; Support the PNG CO Local Assets, Management Review Committee (L-AMRC); Performance of other duties as and when required;

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Maintenance of records on assets management, preparation of reports; Maintenance of files and records relevant to office maintenance.

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration; Provide support to the PNG CO Learning Committee; 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 presentation of information strengthens the capacity of the office and promotes the image of UN/UN Women as an effective contributor to the development of the country.

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