Administrative Associate

Role Overview

This position anchors the daily operations of the UN Women Regional Office by handling a wide range of administrative, logistical, and programme-support tasks. You will keep the Deputy Regional Director’s schedule on track, coordinate travel and procurement for multiple teams, and ensure that meetings, workshops, and missions run smoothly from start to finish. Your work directly enables the office to focus on advancing gender equality and women’s empowerment across the region, without being slowed down by operational bottlenecks.

Key Responsibilities

• Arrange all practical aspects of meetings, workshops, events, and official missions, including venues, participant logistics, materials, and follow-up actions.
• Manage the Deputy Regional Director’s calendar, scheduling appointments and meetings while coordinating closely with the Executive Associate on priority actions for the Regional Director’s office.
• Oversee office stationery and supplies: maintain stock levels, record distributions, and ensure replenishment so teams always have what they need.
• Provide day-to-day administrative support for office premises and common services, addressing facility issues as they arise.
• Support programme teams by helping to draft work plans, budgets, proposals, and implementation arrangements, and by compiling research data for reports, guidelines, and official responses.
• Create purchase requisitions, register goods receipts, and assist with cost-recovery billing in the Quantum ERP system, ensuring transactions are accurate and traceable.
• Handle travel coordination for the Deputy Regional Director and programme/operations staff: book flights and accommodation, arrange ground transport, process travel authorizations and claims, and track travel costs across missions.
• Contribute to procurement processes by reviewing submissions, preparing procurement plans, and assisting with tenders, evaluations, and committee documentation.

Requirements & Qualifications

• Completion of secondary education is required; a bachelor’s degree in gender studies, development, business administration, or a related field is desirable.
• At least six years of progressively responsible experience in administration, programme management, or programme support.
• Strong hands-on proficiency with office software packages (word processing, spreadsheets, presentations, and email) is essential.
• Demonstrated experience supporting a team is required, including handling confidential material and managing a high volume of tasks with accuracy.
• Familiarity with a modern web-based ERP system, preferably Oracle Cloud, is desirable; experience with Quantum or similar UN systems is an advantage.
• Experience within the UN system or an international organization is an asset.
• Fluency in English is required; working knowledge of another UN official language (French, Arabic, Chinese, Russian, or Spanish) is desirable.
• Strong organizational, problem-solving, and communication skills, with sensitivity to gender issues and respect for diversity in a multicultural environment.