Historique

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 FAS unit ensures the delivery of a cost-effective, client-focused service at a strategic level for all UN Women HQ. This includes overseeing an integrated programme of cleaning and maintenance services, construction and relocation projects and overall delivery of standard office supplies and conference services. 
 
Under the guidance and supervision of the Administrative and Facilities Specialist, the Administrative Assistant supports all staff in UN Women by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

Devoirs et responsabilités

Summary of Key Functions:
  • Provision of administrative and logistical support;
  • Support to office maintenance;
  • Support to knowledge building and knowledge sharing;
  • Liaise with building management;
  • Support to asset management;
  • Business support and procurement.  
Provision of administrative and logistical support:
  • Reconcile and maintain the corporate credit card and receipts and assist in processing the payment on a monthly basis;
  • Support to organization of procurement processes including preparation of E-Requisitions and assists in the mirco-canvasing process;
  • Prepare and submit the Worldwide Vehicle Third-Party Liability Insurance, Global Property & Terrorism Programme, General Liability Insurance Programme and Headquarters Automobile Insurance;
  • Provide logistical and administrative support to conferences, workshops and retreats;
  • Manage the Division of Management and Administration (DMA) phone line; directs calls to the requested party or routes to other offices as necessary;
  • Update and maintain UN Women phone list for Headquarters (HQ);
  • Update and maintain UN Women floor plans;
  • Update and maintain Facilities and Administrative Services (FAS) intranet site. 
Support of office maintenance:
  • Monitor inventory of stationary, office supplies, and business cards in effort to conserve, recycle and be cost efficient. Ensure supplies ordered are in line with sustainability and recycling policies of UN Greening the Blue;
  • Maintains and updates inventory list of office furniture in storage;
  • Assist in the procurement process of office furniture;
  • Maintains files and records relevant to office maintenance;
  • Process requests of staff who request special furniture, such as Sit to Stand desks and office meeting tables. 
Support to knowledge building and knowledge sharing:
  • Provision of necessary administrative support for effective knowledge management and sharing within the organization;
  • Contributes to knowledge networks and communities of practice;
  • Participation in training/webinars. 
Liaise with building management: 
  • Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
  • Liaise with building management to ensure staff members comply with recycling and other “greening” activities;
  • Create building ID requests for new staff/consultants. 
Support to asset nanagement, business support and procurement:
  • Inspection and verification of all incoming assets (equipment, furniture, and inventory), and scheduling deliveries to users after successful recording in the Asset Management Module in Atlas, ensuring inventory records are up to date and accurate;
  • Tag all furniture / equipment upon receipt from the supplier. Update of non-expendable property inventory records and track movement of furniture and other equipment;
  • Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property and remain responsive for timely submission fixed asset certification letter to HQ.

Impact of Results:

The key results have an impact on the efficiency of the unit and entire organization. Timely delivery of services and accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women.

Compétences

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 administer and execute administrative processes and transactions;
  • Ability to extract, interpret, and analyze data and resolve operational problems;
  • Ability to prioritize and meet deadlines;
  • Ability to support a team and team building skills;
  • Good knowledge of administrative rules and regulations;
  • Strong IT skills;
  • Focuses on result for the client and responds positively to feedback;
  • Ability to handle web-based management systems;
  • Attention to detail;
  • Excellent knowledge of office software packages.

Qualifications et expériences requises

Education:
  • Completion of high school (secondary education);
  • Completion of UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.
Experience:
  • Minimum of 5 years of relevant administrative experience;
  • Experience in the usage of computers and office software packages (Visio, MS Word, Excel, Etc.).
Languages:
  • Fluency in English is required.
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. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.