UN Women: Administrative Associate



Advertised on behalf of :

Location : New York, UNITED STATES OF AMERICA
Application Deadline :06-Oct-21 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA 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 or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. 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 or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

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.

Through its focus on gender equality and women’s leadership in disaster risk reduction and resilience, UN Women aims to close the gender gaps in disaster resilience, including women’s disproportionate loss of lives and livelihoods in disasters, and to leverage women’s agency and leadership for more effective, inclusive and equitable disaster risk reduction. Evidence proves that the majority of victims and those affected by disasters and climate change are women. Due to the gendered dimensions of disaster risk, women and girls face greater vulnerability and exposure to disasters, yet women remain largely ignored and their capacities unleveraged in conventional disaster risk reduction processes.

UN Women promotes gender-responsive disaster risk reduction through strategic partnerships with DRR practitioners worldwide, including UN sister agencies, technical and policy support, provision of gender expertise to climate change and disaster risk reduction mechanisms and processes, and by implementing programmes and projects for gender-responsive disaster risk reduction and climate action. UN Women’s flagship programme in disaster risk reduction is the Women’s Resilience to Disasters programme.

Reporting to the Operations Analyst, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work, supporting the thematic work areas and teams of disaster risk reduction and peace and security . The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.


Duties and Responsibilities

  1. Provide general administration and operations support to the compliance with UN Women rules, regulations, policies, and strategies
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
  • Provide administrative support to conferences, workshops, retreats;
  • Maintain filing system ensuring safekeeping of confidential materials, as necessary.

       2. Coordinate and organize assets management and procurement processes

  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
  • Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
  • Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
  • Generate procurement related reports; research and draft responses to enquiries;
  • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
  • Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
  • Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
  • Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor profiles in Atlas;
  • Review procurement processes conducted by projects; submissions to the Procurement Review Committee. 

       3. Coordinate and organize administrative Human Resources services

  • Create and upload vacancy announcements and organize interview panels;
  • Maintain staffing lists and reports;
  • Assume overall responsibility for attendance and leave management monitoring;
  • Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
  • Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager

      4. Provide administrative support to knowledge building and knowledge sharing

  • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
  • Compile lessons learnt and best practices in administration, procurement, and human resources.

      Key Performance Indicators

  • Adherence to UN Women rules and regulations;
  • Timely and quality procurement services;
  • Perform duties in a transparent and cost effective manner;
  • Provide timely and quality advice to clients;
  • Timely and quality reports


Competencies

      Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

      Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

      Functional Competencies

  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong knowledge of administrative rules and regulations;
  • Strong IT and web based management skills;
  • Ability to extract and interpret data 


Required Skills and Experience

Education and certification

  • Completion of secondary education is required;
  • Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience

  • At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in the use of ATLAS is an asset.

Language Requirements

  • Fluency in English and French is an asset
  • Knowledge of the other UN official working language is an asset.

Application:

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.

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.


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