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.

Established by UN Women with the support of the Ministry of Gender Equality and Family (MOGEF) of the Republic of Korea in 2021, the UN Women Centre of Excellence for Gender Equality is dedicated to supporting traditional and non-traditional stakeholders in realizing commitments to gender equality, women’s empowerment, and the rights of women and girls through (i) gender capacity-building training programmes, (ii) research and support for production and use of gender data, and (iii) network building, partnership cultivation and advocacy as a leading gender training and knowledge hub in Asia and beyond. The UN Women Centre of Excellence for Gender Equality embraces innovation, including as it relates to new technologies and partnerships, to increase the breadth and depth of its work, aligning with the 2030 Agenda for Sustainable Development and its transformative promise to leave no one behind.

Under the supervision of the Finance 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.

The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

1. Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies 

  • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent)
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required
  • Provide administrative support to conferences, workshops, retreats
  • Provide administrative support to property management
  • Maintain filing system ensuring safekeeping of confidential materials

2. Provide administrative support to office and assets management 

  • Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required
  • Maintain records on assets management and prepare required reports
  • Maintain files and records relevant to office premises and related maintenance
  • Perform Buyer role in ATLAS and prepare Purchase Orders
  • Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation

3. Provide administrative support to the implementation of Human Resources services 

  • Ensure and upload vacancy announcement, compile matrixes, organize interview panels, and other tasks, as assigned
  • Maintain staffing lists and reports, as required
  • Perform the duties of Leave Monitor

4. Provide administrative support to knowledge building and knowledge sharing

  • Provide trainings for the operations/projects staff on administration

5. Provide administrative support to communication

  • Provide translation and interpretation support for the office personnel (between English and Korean)

6. Provide assistance in the implementation of the security plan, risk management measures, and all matters relating to safety and security as they pertain to UN Women personnel and assets

  • Provide administrative support to assessing the security situation of the host country
  • Liaise with local security community
  • Collect, update and communicate information regarding security
  • Maintain and review the Security Plan, including updating personnel lists
  • Monitor and support organizational security compliance with the Security Risk Management Measures (SRMM) established for the duty station
  • Report security incidents affecting UN Women personnel, programmes, offices and assets as appropriate
  • Coordinate and conduct training courses on security awareness and preparedness

Key Performance Indicators

  • Adherence to UN Women rules and regulations
  • Quality support to conferences and events
  • Quality organization of files and reports
  • Timely support to team

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 perform work of confidential nature and handle a large volume of work
  • Good knowledge of administrative rules and regulations
  • Good IT and web based management skills

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

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 and the local language (Korean) is required
  • Knowledge of the other UN official working language is an asset 

Application:

This is a locally recruited position, and only open to candidates who are either nationals of the Republic of Korea, or who have a valid work permit for the Republic of Korea at the time of their applications.

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/en/about-us/employment/application-process 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.  Only shortlisted candidates will be notified.

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.)