UN WOMEN Jobs - 48527- UN Women: Administrative Associate

UN Women: Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

29-Jul-14 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

364 Days

Languages Required :

Expected Duration of Assignment :

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

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. Placing women's rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Deputy Director reports to the Director of the Division of Management and Administration (DMA). The Deputy Director oversees and guides all financial and administrative operations to ensure the timely, effective and efficient delivery of services according to plans, standards of performance, objectives and accountability framework for operations; and promotes the protection and safe custody of all UN Women financial and administrative resources.

The Administrative Associate reports to the Deputy Director for guidance and supervision and is responsible for managing the timely and effective delivery of administrative and operations services ensuring compliance with organizational rules, regulations, policies and procedures. The Administrative Associate works closely with the Executive Associate to the Director of the Division of DMA and provide effective backup to the functions of the Executive Associate when she/he is on leave.

Duties and Responsibilities

Summary of Key Functions:

Support to the Division's budget preparation and financial services and operations;
Administration of information and communication in the Deputy Director's Office.
Administrative support.

Description of Key Functions:

Support to the Division's budget preparation and financial services and operations:

Prepare materials, estimates and other documents to support budget review, planning and preparation;
Review the Division's operating budget to monitor expenditures for timely use as allocated and ensure compliance, completeness and accuracy of transactions according to rules, regulations, allocations and objectives. Keep the Deputy Director informed to timely intervention and/or action;
Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
Review and verify accuracy of supporting documents for payments. Submit systematic financial report to the Deputy Director for management monitoring and/or action;
Prepare and/or recommend budget revisions to the Deputy Director's office budget.

Administration of information and communication in the Deputy Director's Office:

Review, prioritize and promptly route correspondence to and from the Office of the Deputy Director. Take proactive follow-up action and keep the Deputy Director and internal/external clients and stakeholders informed of status;
Review and verify completeness of required documentation and/or clearances (as appropriate) prior to submission for the Deputy Director's approval/signature;
Respond and/or direct queries to the appropriate office for timely action and/or response;
Respond to the Deputy Director’s emails on his behalf;
Type and/or design presentation materials and other documents for the Deputy Director's meetings and events.
Draft routine correspondence;
Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication to and from the Office of the Deputy Director;
Follow up on deadlines, commitments made and actions taken. Coordinate the collection, verification, organization and/or submission of reports to and other briefing materials for the Deputy Director;
Attend meetings, take minutes of the meetings, and maintain a record of recommendations taken in meetings and follow-up on the implementation status of recommendations.

Administrative Support:

Manage the Deputy Director's calendar of activities, events and travels. Prioritize and schedule requests for meetings with the Deputy Director. Follow appropriate protocol procedures in scheduling meetings and events;
Arrange travel, hotel accommodations and other logistics for the Deputy Director;
Collect, review and organize briefing materials for the Deputy Director for appointments, meetings, official missions and other critical and key events;
Maintain the roster of Deputy Director's contacts for easy access and reference;
Facilitate the Deputy Director's interaction with various external partners such as, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices;
Organize official events and meetings hosted by the Deputy Director and oversee the timely and efficient completion of administrative and logistics arrangements;
Perform any other duties as required and as requested by the Deputy Director.

Impact of Results:

The efficient and prompt delivery of services impact on a whole range services and operations in the Division and result in meeting client (internal / external) needs and satisfaction. The accurate analysis and presentation of information strengthens the capacity of the Deputy Director to act/respond promptly and appropriately.

Competencies

Core values and Guiding principles:

Integrity:

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

Take charge of self-development and take initiative.

Work in teams:

Demonstrate ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

Demonstrate informed and transparent decision making.

Functional Competencies:

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of office, including data/schedule management, maintenance of protocol, information flow;
Ability to maintain confidentiality and discretion;
Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
Creates, edits, and presents information in clear and presentable formats, using appropriate IT functionality;
Ability to organize and complete multiple tasks by establishing priorities;
Ability to handle a large volume of work possibly under time constraints;
Ability to perform variety of administrative tasks related to human resources, finance, general administration support, procurement, logistic, programme support, ICT, collecting preparation of documentation and data input;
Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client's perspective;
Anticipates client needs and addresses them promptly.

Required Skills and Experience

Education:

Completion of high school (secondary education);
University degree is an advantage.

Experience:

A minimum of 6 years of administrative experience preferably in a large or international corporation or organization.
Must have excellent writing abilities;
Experience in the use of computers applications and software packages (e.g. MS Word, Excel, etc.) and web based management systems. In particular, proficiency in using Excel is required;
Experience using Enterprise Resource Planning (ERP) software such as ORACLE, SAP, or ATLAS is an advantage.

Language:

Fluency in English is a must (oral and written);
Proficiency in another UN working language is desirable.

Important Application Information:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment;
GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.