UN Women: Administrative Assistant



Advertised on behalf of :

Location : New York, UNITED STATES OF AMERICA
Application Deadline :18-Jan-22 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Duration of Initial Contract :1 year
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.

Within the framework of the UN Common System and UN Staff Regulations and Rules, UN Women’s Human Resources Division directs and supports the delivery of responsive and quality human resource management services, ensuring integration and synergy in the development of a comprehensive human resources management framework. It leads and facilitates organizational change and development and advises the organization on strategies to attract, retain, develop and motivate human talent across the range of specialized occupations critical to the delivery of the organization’s mandate through the following sub-areas:

  • HR Strategy and Policy Development and Execution
  • Organizational Design and Change Management
  • Recruitment and Staffing
  • Learning and Talent Management
  • Performance Management
  • Workforce Planning and Management

Under the overall guidance of the HR specialist and day to day supervision by the senior HR associate, the Administrative Assistant supports the Office Operations 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. 


Duties and Responsibilities

Provide general administrative and operations support:

  • Provide support on contract management (including with e-requisitions and purchase orders for consultants / contractors), operations and HR procurement matters internally and with service providers.
  • Provide administrative support to conferences, workshops, retreats.
  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution.
  • Provide support to preparation of procurement plans for the Division.
  • Provide support to procurement processes and logistical services.
  • Arrange travel, and other logistics for the HR team.
  • Maintain filing system ensuring safekeeping of confidential materials.
  • Generate procurement related reports; research and draft responses to queries;
  • Source Purchase Orders (PO) in Atlas for consultants and interns;

Budget and Finance Support:

  • Provide administrative support in monitoring of budget and finances.
  • Gather and compile data and information for the preparation of planning and budgeting activities.
  • Provide support to preparation of work plans and budgets.
  • Provide support with budget revisions.
  • Process payments for consultants and service providers.
  • Create requisitions and register receipts in Atlas.

Provide administrative support to knowledge building and knowledge sharing

  • Facilitate trainings for the operations/projects staff on administration.

 

Key Performance Indicators

  • Adherence to UN Women rules and regulations.
  • Timely support to the team.
  • Quality organization of files and 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 administrative processes and transactions.
  •  Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality;
  •  Ability to maintain confidentiality and discretion;
  •  Ability to organize and complete multiple tasks by establishing priorities;
  •  Ability to handle a large volume of work possibly under time constraints;
  •  Good IT and web based management skills.
  •  Good knowledge of budget and finance.
  •  Good knowledge of UN operations, structure and administrative procedures.


Required Skills and Experience

Education and certification:

  • Completion of secondary education is required.
  • Bachelor’s degree in Business Administration or related fields is an asset.
  • Candidates who do not have a university degree or an accredited certification in the technical field will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

Experience

  • At least 5 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 is required.
  • 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 https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc  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.

Note:

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.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need. 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. 

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.) 

 

 

 


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