UN WOMEN Jobs - 65640- UN Women: Administrative Associate

UN Women: Administrative Associate - UN Secretary-General’s High Level Panel for Women’s Economic Empowerment

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

04-May-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

10 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

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’s Policy Division provides the substantive underpinning for UN Women's normative, operational and coordination work. It provides this substantive input through research and analysis; technical guidance; knowledge management; training and capacity building; partnerships and global programmes; UN system coordination and collaboration; normative and intergovernmental work; and corporate positioning. The Policy Division is organized into four thematic sections that address UN Women’s Strategic Plan, including Economic Empowerment, and two functional sections, Research and Data and the UN Women Training Centre.

Economic empowerment is one of the priority areas of UN Women. UN Women works with Governments and multilateral partners (UNDP, ILO, World Bank, regional development banks) to promote women’s economic empowerment and increase their access to economic opportunities, especially for those who are most excluded. Many international commitments support women's economic empowerment, including the Beijing Platform for Action, the Convention on the Elimination of All Forms of Discrimination against Women and a series of International Labour Organization conventions related to gender equality. UN Women supports women's economic empowerment in line with these, and with the growing body of evidence that shows gender equality significantly contributes to advancing economies and sustainable development.

Under the supervision of the Chief of Secretariat, the Administrative Associate is responsible for the administrative support to the Secretariat, including financial, budgetary, logistical and other operational support in high standards of quality, productivity and timeliness in the delivery of tasks, in line with corporate principles, rules, policies and operational strategies.

Duties and Responsibilities

Provide Administrative support to the Secretariat:

Provide administrative support to the Chief and the Secretariat;
Support the Chief in monitoring the implementation of the Secretariat Annual work-plan;
Coordinate and provide administrative and logistical assistance in support of planning and implementation of complex activities such as conferences, meetings, workshops and the publication of reports, involving extensive liaison with external stakeholders;
Manage the Chief of Secretariat’s calendar of activities, events and travel. Prioritize and schedule requests for meetings;
Arrange travel, hotel accommodations and other logistics for the Secretariat;
Manage and monitor the mission and leave plans of the Secretariat through Atlas.

Information management and communication support:

Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication to and from the Secretariat;
Respond and/or direct queries and routine correspondence to the appropriate office or staff member for timely action and/or response;
Review and verify completeness of required documentation and/or clearances (as appropriate) prior to submission for the Chief of Secretariat’s approval/signature;
Collect, review and organize briefing materials and prepare and/or design presentation materials and other documents for the Chief of Secretariat’s meetings, official missions and other activities;
Coordinate the collection, verification, organization and/or submission of reports and papers commissioned by the Secretariat. Follow up on deadlines, commitments and actions taken;
Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.

Support to Secretariat’s operations, budgetary and financial services:

Under the guidance and supervision of the Chief, and in close cooperation with the Administrative and Management Division, elaborate the section’s contract strategy, including tendering processes and evaluation, oversight of procurement processes and logistical services;
Prepare procurement plans for the Section and organize procurement processes in close cooperation with the Administrative and management Division;
Provide support in the recruitment of Secretariat staff and consultants and process contracts and payments for consultants, vendors and other service providers; Review and verify accuracy of supporting documents for payments;
Review the Secretariat’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 Chief of Secretariat informed for timely intervention and/or action by submitting systematic financial reports for monitoring and/or action;
Prepare and/or recommend budget revisions to the Chief of Secretariat’s office budget.

Key Performance Indicators:

Provides efficient and effective administrative support to the Secretariat, enabling the Secretariat to successfully support and facilitate the work of the High Level Panel for Women’s Economic Empowerment;
Provides quality information and support to the Chief in the area of operational, financial and budgetary matters to facilitate decision-making and effective use of Secretariat resources.

Competencies

Core values and Guding 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.

Respect for 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:

emonstrate 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;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

Secondary education. Specialized certificate in finance, accounting, management and/or secretarial skills highly desirable; university degree is desirable.

Experience:

6 years of progressively responsible administrative experience at the national or international level;
Thorough knowledge of UN (preferably UN) administrative and financial rules and regulations;
Thorough knowledge and experience in finance and budget management; ATLAS operations and procurement procedures;
Experience in the usage of computers, software packages (MS Word, Excel, and PowerPoint);
Some experience working in multi-cultural workplaces and/or outside ones native country highly desirable.

Languages:

Excellent command of English, verbal and written. Knowledge of Spanish or French desirable.

Other:

Completion of the UN Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

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 combine 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.