UN WOMEN Jobs - 62085- Re-advertisement - UN Women: Administrative Associ

Re-advertisement - UN Women: Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

09-Mar-16 (Midnight New York, USA)

Post Level :

GS-6

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

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 centre 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 overall objective of the United Nations System Coordination Unit is to develop and oversee 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 Associate reports to the Senior Advisor/Focal Point for Women in the UN Common System, for general guidance and supervision and is responsible for providing support to the Director through the administration and execution of a variety of activities and transactions to ensure the efficient flow of information and communication to and from the office of the Director to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the Director’s easy access and use.

The work of the staff member also serves as direct input for reports generated for and information disseminated to inter-governmental bodies. S/he is responsible for the work of the interns.

Duties and Responsibilities

Summary of Key Functions:

Administrative support;
Research, analysis and reporting;
Information management and communication support;
Support to the equal representation of women in the UN system;
Support to the Division’s budget preparation and financial services and operations.

Administrative support:

Assist in identifying the organizational requirements, coordinate and provide assistance in support of planning and implementation for large complex activities such as conferences, expert group meetings, workshops and studies involving extensive liaison with external stakeholders;
Manage the Senior Advisor’s calendar of activities, events and travels. Prioritize and schedule requests for meetings. Follow appropriate protocol procedures in scheduling meetings and events;
Arrange travel, hotel accommodations and other logistics for the Senior Advisor;
Collect, review and organize briefing materials for the Senior Advisor’s meetings, official missions and other activities.

Research, analysis and reporting:

Select and evaluate documents, summarize material, collect and analyze data and prepare background materials for assessment papers, studies, briefs, policies, legislation and reports related to gender parity, organizational culture, work/life balance initiatives and grievance resolution procedures and the status of women in the UN system;
Prepare and systematize inputs for databases, and provide statistical analysis and gender parity profiles for UN Women, other international organizations, and related institutions including statistical information on the status of women, human resource action plans, policies, rules and regulations as collecting relevant statistics and data across the UN system, maintaining updated list of, and liaising with, HR and Gender Focal Point contacts for the collection of gender parity related data for the Report of the Secretary-General on the Improvement in the Status of Women in the UN system;
Compile and analyze statistical material to ensure accuracy, clarity and validity. Maintain and update internal databases, including data collection platforms;
Assist in the preparation of a variety of periodic and ad hoc reports, and other background materials/notes to facilitate status review of all aspects of the responsibilities of the Office of the Gender Advisor/Focal Point for Gender Balance in the UN Common System.

Information management and communication support:

Support communication, outreach and information dissemination to ensure that UN Women and other outside institutions benefit from good practices and lessons learned in addressing gender issues in the work place;
Coordinate review and clearance process of publications with editor, translation services, etc. on finalization and publication of reports in multiple languages;
Review, prioritize and promptly route correspondence to and from the Office of the Senior Advisor. Take proactive follow-up action and keep the Senior Advisor 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 Senior Advisor’s approval/signature;
Respond and/or direct queries to the appropriate office or staff member for timely action and/or response;
Type and/or design presentation materials and other documents for the Senior Advisor’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 Senior Advisor;
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 Senior Advisor.

Support to the equal representation of women in the UN system:

Provide organizational assistance to the functions of the Gender Advisor/Focal Point for Gender Balance in the UN Common System;
Screening and initial discussion with staff members regarding staff who contact the office regarding gender related grievance and refer cases to supervisor as appropriate.

Support to the Division’s operations and financial services:

Provide support in the recruitment of consultants and processing contracts and payments for consultants, vendors and other service providers;
Review and verify accuracy of supporting documents for payments. Submit systematic financial report to the Senior Advisor for management monitoring and/or action;
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 Senior Advisor informed for timely intervention and/or action;
Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
Prepare and/or recommend budget revisions to the Senior Advisor’s office budget.

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 and 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:

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:

Strong organizational skills. Ability to create schemas for organizing a wide range of materials and information in a manner that is user-friendly and intuitive;
Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the office, including schedule management, maintenance of protocol, information flow, travel arrangements, organization of events;
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;
Accuracy and attention to detail in the analysis and presentation of data, policies and other information;
Proven experience with quantitative and qualitative analysis.

Required Skills and Experience

Education:

Completion of secondary education is required; a university level degree is desirable, but not a requirement.

Experience:

A minimum of 6 years of progressive responsibility in the processing, analysis and presentation of data and information and office management;
Background in international development, international relations, and/or quantitative analysis is an advantage, but not required;
Previous gender related work experience is desirable.

Languages:

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

Other:

Completion of Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test is required. Shortlisted candidates will be required to take the GGST.

Notes:

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.

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, please group all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.