UN WOMEN Jobs - 17381- Administrative Associate

Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

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

Post Level :

GS-6

Duration of Initial Contract :

One 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

The Fund for Gender Equality is a new $68 million, multi-donor initiative designed to advance innovative, high-impact programmes that focus on women's economic and political empowerment at local and national levels, in line with national development plans and priorities. Launched in December 2008 with an initial contribution of EUR 50 million (US$65 million) from the Government of Spain, and subsequently joined by the government of Norway, the Fund for Gender Equality provides grants on a competitive basis to civil society and governmental agencies in Africa, Asia and the Pacific, the Arab States, Latin America and the Caribbean, Central and Eastern Europe, and the Commonwealth of Independent States. The Fund is unique in its focus on turning local and national laws and policies into tangible gains for women's rights.

The Fund provides two types of high-impact grants:

Catalytic grants: designed to support the establishment of strategic coalitions or partnerships to catalyze the development of gender equality plans and policies. These grants range between US$100,000 to US$500,000. In December 2009, the Fund distributed US$9,997,573.00 to 27 programmes in 26 countries in the Catalytic grant category, comprising a diverse range of programmes and partnerships.
Implementation grants: designed specifically to advance the implementation of agreed-upon gender equality laws and policies and range between US$2 million to US$5 million. Grants will be awarded in June 2010.

Under the supervision of the Fund for Gender Equality Programme Manager, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a quality client-based and results-oriented approach. By supporting financial management and human resource procedures the Administrative Associate plays a key role in the effective functioning of the Fund and in the accomplishments of the Fund's aims.

Duties and Responsibilities

1. Executive Support to Fund Programme Manager
2. Administrative Support
3. Financial Management
4. HR and Procurement Support

1. Executive Support to the Fund Programme Manager:

Provide efficient administrative support to the Fund Programme Manager and as needed to the Fund's team including assisting with review of incoming correspondence via email and phone; drafting routine responses, arranging appointments and meetings, and filing electronic and hard copy documents making sure that all high level and sensitive materials are treated with the highest level of confidentiality.
Maintenance of rosters of high level partners and contacts, telephone lists, updates as required.
Review the Fund Programme Manager's incoming correspondence.
Manage Fund Programme Manager's calendar and contacts, assist with electronic filing of emails and develop comprehensive Outlook distribution lists.
Assist the Fund Programme Manager with preparation of presentation materials; correspondence, directives, comments for his/her signature. Folllow-up when required.
Coordinate Programme Fund Manager's travel arrangements with American Express Travel Unit and enter the relevant information in ATLAS (generation of Atlas travel request, F10s, travel checklist, and Atlas expense reports).
Development of a database with key contacts information for the Fund for Gender Equality Manager.
Undertake other ad hoc duties and assignments at the request of the Fund Programme Manager.

2. Administrative Support:

Facilitate UNIFEM orientation for all new Fund staff and develop an additional orientation programme on Fund's function, history, and role in the UN/UNIFEM.
Create documents, reports, power point presentation and other documents as needed.
Update office policy and procedures manual and FGE New Employee Handbook.
Coordination workshops, conferences, retreats, other events and trainings including: compiling participants list, drafting agendas, writing speaker profiles and logistics notes, taking notes, and coordinating presentations.
Organize and coordinate internal and external meetings and events including reservations of meeting rooms, booking hotel rooms, sending out invitation letters.
Set up and maintain the Fund's filing system, both hard-copy and computer-based, ensure the proper indexing of correspondence and reports, as well as safekeeping of confidential materials; archiving.
Prepare all required documentation and forms for staff, including but not limited to, travel requests and related procedures, requests for G-4 visas, new or renewed Laissez-Passers, grounds pass, etc.
Monitor office environment needs and coordinate as necessary; monitor maintenance and equipment needs; carry out any requests for assistance, for equipment, furniture or other necessary services and supplies.
Facilitate staff retention through ongoing support and communication with staff.
Respond to messages sent to the Funds general email, and phone inquiries in a professional and knowledgeable manner.
Maintain and update Fund's contact database in an accurate and reliable manner.
Organize staff meetings and supervisory check-ins.
Coordinate the provision of office supplies.
Internet/intranet research as necessary for specific projects.
Transmit correspondence, documents through facsimile, digital sender, and send out mail by pouch or regular mail.
Provide assistance to grantees and other FGE staff with the Fund's database and ensure that any issues are reported to the Knowledge Management and Information Systems Specialist. Provide accurate and timely data entry into Funds online Knowledge Management tool, assist with running reports and other database related tasks as necessary.

3. Financial Management:

In compliance with UNDP/financial regulations and rules for certification, enter Purchase Orders and requisitions into ATLAS; liaise closely with Budget, Finance, and Procurement sections for clearances/approvals.
In close collaboration with the Finance Specialist, monitor and balance the unit's annual budget and resources; track and analyze expenditures; recommend action and follow-up. This includes reporting regularly or at the request of the Fund Manager on expenditure levels and budgetary matters; and advising the relevant members of the FGE team on the management of the unit's budget.
Enter timely budget revisions in the Atlas system as needed in collaboration and guidance with the FGE Finance Specialist and/or the Fund Manager.
Support administrative and accounting functions, including requests for payments (Certificate of Payments - COP) and travel requests (including DSA and tickets), Travel claims, and other expense reports. Confirmation of availability of funds prior to submitting the payments.
Support the section's Resource Mobilization efforts by maintaining donor and fundraising information. Preparation of drafts of contribution agreements for review with the Fund's Finance Specialist.

4. HR and Procurement Support:

With specific guidance from the Finance Specialist, the Administrative Associate initiates the full cycle of the HR process for consultants including writing applicant summary's and background sections for SSA Recruitment form, filling out and submitting other additional documents, communicating with consultants to collect necessary paperwork; submitting documents to HR; following up and ensuring that contracts have been sent to consultants, signed and returned.
Prepare SSA recruitment form and ascertain that necessary supporting documents are accurate, completed and up to date. Maintain confidentiality.
Record SSAs expiration dates, anticipate extensions and process extension request forms as appropriate.
Collect HR documents required as supporting document for hire/extension.
Develop, implement and maintain a SSA payment tracking system to ensure efficient payment process;
Main contact with UNIFEM HR department on all HR related issues; stay current on UNIFEM HR policies, keep the Fund's Finance Specialist up-to-date on status of the different files with the HRC and any relevant changes and general HR policies and procedures.
Field and answer any HR related questions from full-time staff and consultants including issues regarding payments and benefits.
Edit and collect necessary documents for full-time position staff.
Manage and keep all the unit's HR files with high level of discretion with sensitive and private information.
Assist in procurement processes including preparation RFP documents, receipt of quotations, bids or proposals.
Liaise with the Finance/Procurement Units to ensure that vendor forms, P-11s and other procurement related paperwork are processed, securing Certifications of Payment and timesheets and submitting them for processing.
Prepare any and all required documentation and forms for staff, including but not limited to, travel requests and related procedures, requests for grounds passes, building passes, etc.
Ensure procurement and staffing requirements for the Fund are met and comply with UNIFEM rules and regulations including timely preparation and submission of required documentation and financial forms.

Competencies

1. Corporate:

Demonstrates integrity by modeling UN/UNIFEM values and ethical standards.
Demonstrates commitment to UNIFEM's mission, vision and values.
Displays cultural and gender sensitivity and adaptability.
Commitment to a just and enjoyable work environment for all employees.
Treats all people fairly and without favoritism.

2. Functional:

Ability to perform a variety of administrative tasks related to finance, human resources, and procurement.
Familiarity with relevant UNDP/UNIFEM financial, budgetary and procurement regulations and procedures.
Familiarity with HR policy and procedures.
Excellent computer skills, including Microsoft Office applications with advanced knowledge in use of Excel.
Experience with grant making a plus.

3. Behavioral:

Excellent organizational skills; very effective at multi-tasking; good analytical skills; demonstrates initiative; works well under pressure.
Excellent communication skills: Ability to draft correspondence, edit documents and present information.
Strong interpersonal skills to work effectively in a multicultural environment with sensitivity and respect for diversity and to interrelate in a customer-friendly fashion with staff at all levels.
Plans, prioritizes, and delivers quality outputs effectively and on time.
Consistently approaches work with energy and a positive, constructive attitude.
Is motivated and demonstrates a capacity to pursue personal development and learn.
Ability to deal with confidential matters in a discreet and reliable manner.
Hands-on, solutions-focused, creative and resourceful; meticulous and detail oriented.
Impeccable logistical and planning skills.

4. Self Management:

Focus on result for the client and responds positively to feedback.
Consistently approach work with energy and a positive, constructive attitude.
Demonstrates the highest level of discretion, tact, politeness and teamwork.
Remain calm, in control and good humored even under pressure.
Demonstrate openness to change, willingness to take on additional responsibilities and ability to manage complexities.

Required Skills and Experience

Education:

Completion of secondary education.

Experience:

Six years' experience in progressively responsible work.
Thorough knowledge and experience of HR and budget management.
Full knowledge of computer applications and database packages (e.g. Microsoft Office, ATLAS, etc.).

Language Requirements:

Excellent knowledge of spoken and written English; a second UN language an asset.

Applications should be submitted on line and must include the UNIFEM Personal History Form (P11) posted at http://www.unifem.org/attachments/about/employment/UNIFEM_personal_history_form_P11.doc