UN Women: Operations and Administrative Analyst, Bonn, Germany, P-1 FTA

Reporting to the Global Lead Capacity Development and Operations, the Operations and Administrative Analyst provides management support in the areas of human resources, procurement, mission preparation and logistics support for UN Trust Fund events ensuring high quality and accuracy of work.

Key Functions and Accountabilities

1. Provide human resources administrative support to strengthen Secretariat capacity and compliance

• Contribute to the recruitment lifecycle for Secretariat personnel by preparing compliant submission packages in line with established procedures, facilitating approvals, liaising with HR on vacancy announcements and recruitment milestones, and maintaining comprehensive records of all recruitment documentation.
• Provide support for timely processing of HR actions, including contract renewals, by monitoring contract end‑dates and initiating required actions in accordance with UN Women rules and policies, referring non‑routine or complex HR matters to the Chief for resolution.
• Compile and update staffing records, HR dashboards, and related documentation for the Chief’s review and planning needs, ensuring data confidentiality and consistency with corporate systems (e.g., Quantum).
• Collect and consolidate data for performance management tracking, including compliance with annual appraisal processes, submission of performance documents, and completion rates, and flag any gaps to the Chief.
• Contribute to learning and development planning by compiling individual and Secretariat‑wide learning plans and facilitating access to relevant training opportunities.
• Maintain secure HR records, staffing data, and recruitment documentation; generate HR reports and dashboards for planning and audit purposes, including month‑end and year‑end reporting.
• Prepare personnel‑related reports, including staffing tables and recruitment progress updates, for review and clearance by the Chief.
• Facilitate the annual selection, recruitment, and timely payment of approximately 60+ external consultants with diverse language skills and regional expertise engaged in the UN Trust Fund’s Call for Proposals process, following established procedures and escalating any issues to the Chief for resolution.
• Prepare quarterly HR activity reports to the Chief and in RMS, ensuring accuracy and timeliness.
• Provide logistical and coordination support for staff retreats, including planning, budget tracking, logistics, and post‑retreat evaluations.
• Serve as Secretariat focal point for HR queries and liaise with HR HQ and regional colleagues on standard matters; refer all non‑routine, sensitive, or policy‑level queries to the Chief.
• Organize information sessions and knowledge‑sharing on HR workflows, policies, processes, and best practices, as requested by the Chief.

2. Provide operational support services for the UN Trust Fund, including procurement and logistics coordination

• Contribute to the development, implementation, and regular updating of the UN Trust Fund’s annual procurement plan in coordination with Programme, Operations, and Management colleagues to ensure alignment with approved workplans, budgets, and operational priorities.
• Coordinate procurement processes by preparing and conducting quality review of Requests for Quotations, Invitations to Bid, and Requests for Proposals; manage receipt and preliminary review of bids and proposals in coordination with technical teams; ensure full compliance with UN Women procurement rules, policies, and internal controls, referring compliance questions to the supervisor.
• Track and monitor procurement actions, contracts, and vendor performance to ensure timely delivery of goods and services, adherence to contractual obligations, and early identification of risks or delays for escalation to the Chief.
• Process supplier and consultant creation requests in corporate systems and maintain accurate procurement and vendor tracking records.
• Prepare procurement‑related analyses, briefings, and responses to internal and external queries for clearance by the Capacity Development and Operations Manager and Chief, including for month‑end and year‑end reporting.
• Carry out assigned tasks related to the procurement function to resolve operational issues, clarify procedures, and ensure effective coordination and information flow, referring non‑routine matters to the supervisor.
• Stay current on corporate procurement policies and system updates and organize targeted briefings or trainings for Secretariat staff, as requested.

3. Provide logistical coordination support for high‑level meetings, events, and convenings

• Support the end‑to‑end planning, coordination, and delivery support for UN Trust Fund meetings, workshops, retreats, and high‑level events ensuring timely execution, cost‑effectiveness, and compliance with UN Women protocols and standards.
• Develop and maintain comprehensive event management tools, including detailed timelines, logistical checklists, budgets, participant tracking, and risk assessments to support effective planning and decision‑making.
• Contribute towards coordination of venue identification and contracting, service providers, technical and audiovisual requirements, accessibility arrangements, catering, and security clearances, ensuring quality delivery within approved budgets.
• Liaise with internal service providers, external vendors, contractors, and partners to ensure seamless coordination and adherence to contractual and organizational requirements.
• Support the preparation, dissemination, and tracking of invitations, agendas, background materials, and logistical guidance for participants in close collaboration with programme, communications, and management teams.
• Carry out post‑event follow‑up, including consolidating logistical feedback, preparing summary notes, documenting lessons learned, and developing recommendations to strengthen future convenings.
• Maintain complete and accurate records of event‑related documentation for reporting, audit, and institutional memory purposes.

4. Provide coordination support for missions and travel logistics for Bonn and New York‑based Secretariat staff

• Support the coordination of official missions of UN Trust Fund staff and consultants, including advance planning and facilitation of travel, accommodation, and in‑country logistics.
• Prepare, submit, and track travel requests, itineraries, and related documentation in compliance with UN Women travel, security, and entitlement policies.
• Monitor mission‑related expenditures and follow up on travel claims and payments to ensure accuracy, completeness, and timely processing in corporate systems.
• Serve as focal point for resolving logistical and operational issues arising before, during, and after missions, ensuring minimal disruption and proper documentation of actions taken, referring complex or non‑standard issues to the Chief for resolution.
• Assist with compliance on security clearance requirements, travel approvals, and applicable UNDSS protocols for all missions.
• Contribute to the systematic collection and consolidation of mission feedback and lessons learned to inform improvements in planning, coordination, and cost efficiency.
• Maintain organized and up‑to‑date mission files and records to support reporting, audit, and management review.

5. Provide support towards proper asset management, ICT coordination, and security

• Support the management, safeguarding, and inventory control of UN Trust Fund office assets in line with UN Women policies, including coordinating annual physical asset verification exercises and following up on discrepancies, under the Chief’s direction.
• Maintain accurate asset records and supporting documentation, ensuring data integrity and readiness for audit and management review.
• Coordinate ICT‑related services and support, including liaising with relevant ICT focal points to ensure staff access to systems, continuity of services, and timely resolution of technical issues, escalating complex technical matters to the appropriate specialist.
• Provide operational input and recommendations on ICT tools and systems that enhance staff productivity, workflow efficiency, and business continuity.
• Provide support for safety and security matters, including disseminating UNDSS advisories, coordinating staff briefings, and supporting visiting UN Women personnel.
• Support compliance with UN and UN Women security requirements, including travel clearances, safety protocols, and business continuity planning, in coordination with relevant security counterparts.
• Maintain security‑related documentation and records to support compliance, risk management, and institutional accountability.

6. Provide executive coordination and administrative support to the Chief

• Support in the preparation of PowerPoint presentations for the Chief’s participation in internal meetings and maintain a searchable archive of key internal communications (briefing notes, presentations, and talking points).
• Assist with the Chief’s internal and external meetings, including scheduling and tracking follow‑up actions, as directed.
• Support management of the Chief’s calendar, correspondence, and clearance workflows, ensuring timely processing of documents and effective communication with stakeholders, and coordinating all operational aspects of meetings initiated by the Chief, as requested.

7. Perform other duties within the functional profile as required to ensure the efficient functioning of the UN Trust Fund and the Organization.

Supervisory/Managerial Responsibilities

The incumbent may supervise consultants in relation to events management.

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

Functional Competencies

• Strong knowledge of programme management in the context of procurement, human resources and general operations
• Good interpersonal skills and excellent organisational and coordination skills
• Ability to analytically review and consolidate documents from varying sources
• Ability to oversee and coordinate administrative and logistical processes and transactions
• Ability to monitor programme delivery and develop financial and expense reports of large UN funds/programmes
• Ability to provide input to business processes re‑engineering and implementation of new system

Recruitment Qualifications

Education and Certification

• Master’s degree or equivalent in Business Administration, Public Administration, Finance, HR, or related field is required.
• First‑level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience

• At least 1 year of progressively responsible experience at the national or international level, in human resources, procurement, office management, operations support or finance.
• Experience providing administrative or operational support for projects/programmes is required.
• Experience in a computer environment using multiple office software packages and handling web‑based management systems and ERP systems is required.
• Experience in the logistical organization of international events is desirable.
• Experience in the UN system is desirable.

Languages

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Diversity and Inclusion

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, colour, 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 organisational 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 credentials and employment history. Selected candidates may be required to provide additional information to conduct a background check.)