Administrative Associate Consultant at UN Women Tanzania

Administrative Associate Consultant
Advertised on behalf of UN Women
Location : Dar es Salaam, TANZANIA
Starting Date : 06-May-2024
Type of Contract : Individual Contract
Post Level : National Consultant
Duration of Initial Contract : Six months
Languages Required : English
Expected Duration of Assignment : Six months

UNDP
is committed to achieving workforce diversity in terms of gender,
nationality and culture. Individuals from minority groups, indigenous
groups and persons with disabilities are equally encouraged to apply.
All applications will be treated with the strictest confidence. UNDP
does not tolerate sexual exploitation and abuse, any kind of harassment,
including sexual harassment, and discrimination. All selected
candidates will, therefore, undergo rigorous reference and background
checks.

Background/Context
UN Women, 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.

UN Women is mandated
to lead and coordinate UN efforts to ensure commitments on gender
equality and gender mainstreaming; to provide strong and coherent
leadership in support of Member States through effective partnerships
with national mechanisms for gender equality, civil society, and others,
to provide through normative support functions and operational
activities guidance and technical support to all Member States, across
all levels of development, in all regions.

United Nations in
Tanzania is a One UN Pilot, implementing UN Reform through Delivering as
One (DaO) with twenty UN agencies operating under One Programme – the
UN Development Assistance Plan (UNDAP), UNDAP I (2011-2016) and UNDAP II
(2016-2022). Through UNDAP, UN Women
supports its partners in implementing and monitoring the international
and regional agreements on women’s rights and developing capacity to
integrate gender equality into national and regional development
strategies, laws, and policies. UN Women contributes to results in five
of the ten UN Programme Working Groups with staff based in Dar es
Salaam, Dodoma, Zanzibar, Mtwara and Singida.

Key operational
documentations will be stored electronically in the Sharepoint and hard
copies will be stored in the new identified storage facilities in the
office compound. The Country Office is also in the process of improving
its data storage system by moving away from personal computers to cloud
storage for all key operational documentations such as Payment Vouchers,
Purchase Orders and Travel Authorizations. As such, UN Women Tanzania
Country Office needs support of an administrative consultant to review
existing Purchase Orders, Travel Authorizations and Travel Claims
documentations to ensure completeness, sequential filling and physically
sorting out the discrepancies in those documentations, filing the
appropriate documentations in box files for the hard copies and storing
soft copies in the dedicated Country Office SharePoint page.

Reporting
to the Operations Manager, the Administrative Associate Consultant
supports the Office Operations by performing a variety of standard
administrative processes ensuring high quality and accuracy of work. The
Administrative Associate promotes a client, quality, and
results-oriented approach. The Administrative Associate works in close
collaboration with the Operations, Programme, and projects staff team to
ensure consistent service delivery and to resolve complex
administration related issues and information delivery.

Duties and Responsibilities
Administrative Support

• Reconcile MV 10 and PRO 6 documents and note verbale.
• Verify
  the authenticity of the supporting documents and where appropriate take
  corrective action to address anomalies detected before submission for
  approval.
• Support the preparation of Quarterly Mission and leave reports for the Head of Country Office.
• Prepare Travel Plans, Travel Requests, and Travel claims for the Head of Country Office.
• Preparation
  of official letters and similar communications materials, as requested,
  according to appropriate protocol procedures.
• Review and
  verify completeness of required documentation and/or clearances prior to
  submission for the Head of country office approval/signature.
• Provide other support as requested by supervisor.

Procurement Support

• Create purchase requisitions for shared office running cost and other procurement requests for operations.
• Support
  the Procurement Associate initiating all Operations Costs for Country
  Office such as Electricity, Water, Security, and hygiene service.
• Support Tanzania Country Office on Consultants Contract renewals;
• Create GST request for submission of Invoices and other payment requests.

Logistical Support

• Arrange
  travel, visa, hotel accommodation and other logistics for Senior staff
  and Visitors on mission for Tanzania Country Office.
• Provide other support as requested by supervisor.

Accounting Support

• VAT claims processing

The
selected consultant is expected to manage timely the sorting and filing
of the identified documents within a period of six months from the
commencement of the consultancy.

Consultant’s Workplace and Official Travel
This
is an office-based consultancy. As part of this assignment, there will
be 20% trips to sub offices in Dodoma, Mtwara, Singida and Zanzibar.

Competencies
Core Values:

• 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

Please visit this link for more information on UN Women’s Core Values and Competencies:
https://www.unwomen.org/en/about-us/employment/application-process#_Values

Required Skills and Experience
Education:

• Completion of secondary education is required;
• Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience:

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in the use of Quantum is an asset.

Language Requirements:

• Fluency in English is required
• Knowledge of the other UN official working language is an asset.

How to Apply
Please
submit a cover letter and attach a completed UN Women Personal History
Form (Form P-11) to your application. Kindly note that applications
without a completed and signed UN Women P-11 form will be treated as
incomplete and will not be considered for further assessment.
Form P-11 can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc )
Application Deadline : 23-Apr-24 (Midnight New York, USA)