UN WOMEN Jobs - 70242- Administrative Assistant

Administrative Assistant

Advertised on behalf of

UN WOMEN

Location :

Santo Domingo, DOMINICAN REPUBLIC

Type of Contract :

FTA Local

Starting Date :

01-Mar-2017

Application Deadline :

31-Jan-17 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

9 months

Languages Required :

English Spanish

Expected Duration of Assignment :

9 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.

The UN Women Training Centre (TC) is dedicated to supporting the UN and other stakeholders to realize commitments to gender equality, women’s empowerment and women’s rights through transformative training and learning. Its mission is to become the leading UN Centre that contributes, through training for gender equality, to building a society that respects and promotes human rights for all women and men. The gender capacity-development programmes range from basic and introductory levels to specialized and advanced levels for diverse audiences with different backgrounds. In terms of capacity-development strategies and techniques, the TC makes maximum use of on-line training techniques, paying special attention to e-learning courses and an active learning approach.

The Administrative Assistant reports to the Operations Analyst for general guidance and supevervision and is responsible for providing a variety of executive administrative support to the Operations Analyst and, in close coordination with the Human Resources Centre, in managing the efficient flow of information and communication to ensure expeditious dissemination of information and timely action.

Duties and Responsibilities

1. Administrative support

2. Human Resources support

3. Support to external relations activities

4. Support to financial services and operations

1. Administrative support

Maintain and overview of the work of the UN Women Training Centre to ensure an efficient and timely support to the activities of the unit regarding Human Resources
Attend meetings related to administrative and personnel matters, taking notes and preparing minutes, as required.
Serve a bilingual secretary to the Chief of the UN Women Training Centre as required.
Follow appropriate protocol procedures in scheduling meetings and events.
Collect, review and organize briefing materials for the Operations Analyst for appointments, meetings, and other critical and key events.
Perform all related secretarial activities and review correspondence/reports formats before submitting them for the signature of the Operations Analyst and/or the Chief of the UN Women Training Centre.
Maintain a roster of contacts for easy access and reference.

2. Human Resources support

Maintain an updated filing system for administrative and personnel files as well as chronological logs of travel authorizations and other obligating documents.
Maintain daily records of staff attendance reflecting updated data of annual/sick leaves, hours worked over-time, etc.
Prepare monthly reports on the UN Women Training Centre staffing table and on the engagement of consultants.
Prepare personal forms, including Letters of Appointment and corresponding Personnel Actions, as required. Prepare letters of certification of employment for the signature of the Operations Analyst and/or the Chief of UN Women Training Centre, upon request of the staff.
Scrutinize and record incoming mail received at the UN Women Training Centre regarding HR and collect relevant background material required for action.

3. Support to external relations activities

Assist in arranging for the official travel of teh UN Women Training Centre staff and in obtaining relevant visas.
Assist in the coordination of local transportation services to be provided by the UN Women Training Centre and is in charge of securing hotel accomodation for the UN Women Training Centre visitors and during seminars, workshops, trainings, and other meetings helpd by the Training Centre. Assist in coordination of local transportation services to the Training Centre.
Keep abreast of activities in UN Women and keep the Operation Analyst informed for her/his attention, action or intervention

4. Support to financial services and operations

Provide general clerical support.
Conduct the the UN Women Training Centre's physical inventory of non-expendable property once a year and assist the Operations Analyst in the supervision of housekeeping and operational services.
Provide direct supervision to the Technical Clerk and the Janitors.
May perform any other related duties, of a temporary or permanent character, that the Chief of the the UN Women Training Centremay assign to the incumbent of the post

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

Competencies

Core Values/Guiding Principles:

Integrity: Demonstrating consistency in upholidng 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 vlaues and learning from cultural diversity.

Core Competencies:

Ethics and Values: Demonstrating / Safeguarding ethics and integrity
Organizational Awareness: Demonstrating corporate knowledge and sound judgement
Working in Teams: Acting as a team player and facilitating team work
Communicationg Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
Self-management and Emotional Intelligenece: Creating synergies through self-control
Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encouraging the learning of others

Functional Competencies:

Ability to perform a board range of specialized activities aimed at effective and efficient functioning, 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 informaiton 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 possible under time constraints

Required Skills and Experience

Education: Secondary education is required.

Experience:

A minimum of 5 years of administrative/HR experience preferably in a large or international corporation or organisation.
Experience in the use of computers applications and software packages (MS Word, Excel, etc.) and web based management systems.

Language Requirements: Fluency in English and Spanish is required. Proficiency in another UN working language is desirable.