UN WOMEN Jobs - 55888- Re-advertisement - UN Women: Administrative Assist

Re-advertisement - UN Women: Administrative Assistant

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

10-Jul-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year

Languages Required :

English

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

Applicants who previously applied need not re-apply

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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 will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The UN System Coordination Division develops and oversees the implementation of the strategy for UN Women’s role to “lead, coordinate and promote the accountability of the United Nations system in its work on gender equality and the empowerment of women” at global, regional and country level. There are three main areas of work, implemented by sub-units, to engage the UN system in gender mainstreaming as well as gender balance: working through the established coordination mechanisms; developing, promoting and monitoring strategies for enhanced accountability in the UN system for gender mainstreaming; promoting and monitoring gender balance within the UN system staffing.

The “Administrative Assistant” is under the direct supervision of the Inter-agency Coordination Specialist.

Duties and Responsibilities

The Administrative Assistant under the leadership of the Inter-agency Coordination Specialist performs the tasks below.

Summary of Key Functions:

Administrative Support;
Preparation and Servicing of Meetings;
Preparation of Documentation and Papers.

Description of Key Functions:

Administrative Support:

Perform the full range of office management and administrative support functions;
Provide direct assistance to the Programme Staff;
Maintain liaison with the other clusters in the Coordination Division regarding on-going Programmes and other administrative matters;
Monitor processes and schedules related to the unit’s outputs, products, tasks, etc.;
Ensure smooth and efficient information flow within the unit;
Prepare and processes confidential information;
Assist in the development of office administrative systems and procedures;
Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.); including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.);
Maintain files (both paper and electronic) and databases for the Division;
Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit;
Provide some specialized support to the Division (e.g. technology support, editing, desktop publishing, etc.) as required.

Preparation and Servicing of Meetings:

Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.;
Provide assistance in the coordination of service-wide activities such as meetings, training, special projects and events;
Assist in preparation of the relevant expert groups meetings, conferences and workshops at HQ and away from HQ, including arrangements of experts and panelists and preparation of consultant contracts if required;
Attend meetings, prepare minutes, and monitor follow-up activities;
Orient interns, consultants or new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
Provide support to other staff in meetings servicing/administrative.

Preparation of Documentation and Papers:

Assist in the preparation of presentation materials using appropriate technology/software;
Manage updates and further develop internal filing and databases; generate a variety of standard and non-standard reports and documentations;
Ensure the quality of outgoing documents: proofread and edit texts for adherence for format, grammar, punctuation and style;
Respond to complex information requests and inquiries as required (e.g. answers requests requiring file search, etc.);
Respond or draft responses to a wide range of correspondence and other communications;
Use standard word processing package to produce a wide variety of large, complex documents and reports;
Perform other duties as assigned.

Impact of Results

The efficient and prompt delivery of services impact on a whole range services and operations in the unit and result in meeting client (internal / external) needs and satisfaction.

Competencies

Core Values/Guiding Principles:

Integrity:

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

Cultural Sensitivity/Valuing diversity:

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

Core Competencies:

Ethics and Values:

Demonstrating / Safeguarding Ethics and Integrity.

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment.

Developing and Empowering People / Coaching and Mentoring:

Self-development, initiative-taking.

Working in Teams:

Acting as a team player and facilitating team work.

Communicating Information and Ideas:

Facilitating and encouraging open communication in the team, communicating effectively.

Self-management and Emotional intelligence:

Creating synergies through self-control Conflict Management / Negotiating and Resolving Disagreements.

Knowledge Sharing / Continuous Learning:

Learning and sharing knowledge and encourage the learning of other.

Functional Competencies:

Ability to administer and execute administrative processes and transactions;
Knowledge of Atlas;
Ability to extract, interpret, analyze data and resolve operational problems;
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;
Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
Strong IT skills;
Ability to organize and complete multiple tasks by establishing priorities;
Ability to handle a large volume of work possibly under time constraints.

Required Skills and Experience

Education:

Secondary education is required;
University Degree is an advantage, but not required.

Experience:

A minimum of 5 years of administrative experience preferably in a large or international corporation or organization;
Experience in the use of computers applications and software packages (MS Word, Excel, etc) and web based management systems;
Completion of Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

Language:

Fluency in English is required;
Proficiency in another UN working language is desirable.

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.

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.