UN Women:Administrative Clerk


Location : New York, UNITED STATES OF AMERICA
Application Deadline :12-Sep-11 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-4
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.

Background

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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. Placing women's rights at the centre of all its efforts, UN Women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.

Under the direct supervision of the Chief of Civil Society and National Committees Section, the Administrative Clerk will provide broad administrative, research, meetings servicing, and secretarial support to the Section Chief and other professional staff of the Section.


Duties and Responsibilities

Summary of key functions:

  • Servicing of Meetings;
  • Administrative and Secretarial Support.

Servicing of Meetings:

  • Assist in the preparation for, and servicing of the annual session of the Commission on the Status of Women (CSW) and other meetings;
  • Monitor all stages of preparations for meetings, liaise as needed with  non-governmental organizations participants, and central UN services (e.g. Meeting's Services, Documents Control, Reproduction, Documents Distribution);
  • Prepare tables depicting status of preparation for meetings;
  • Respond to in-coming written and telephone inquiries regarding the status of preparations of meetings;
  • Ensure that official documents are submitted to the Chief on time for clearance, reminds staff of deadlines and collects inputs;
  • Liaise with Documents Control to process official documents for meetings and completes all necessary forms;
  • Maintain list of participants with regard to status of responses to invitations and other requirements;
  • Draft reminders  for submission of papers;
  • Maintain travel plans and records related to  participants;
  • Draft standard correspondence on meetings schedule, participation of NGOs, and travel related matters;
  • Compile and organize background papers and documents, ensuring that they are ready and complete for distribution during the meetings;
  • Provide secretarial assistance during meetings;
  • Provide support to NGO participants  as required;
  • Contribute to carrying out self-evaluation of the past CSW session and contribute to updating CSS CSW guidelines for the next session, including by incorporating lessons learned from servicing the past session;
  • Monitor CSW email account, coordinate with staff and interns to respond to the NGO queries;
  • Schedule meetings with key UN partners to make logistical arrangements for CSW official parallel events and NGO participation;
  • Assist in making arrangements for the joint UN Women/NGO preparatory panel on the thematic issues prior to the CSW;
  • Assist in reviewing and selection of the Yvonne Hebert Funding Programme recipients; make travel arrangements for the selected recipients and other sponsored NGO participants as needed to facilitate their participation in CSW;
  • Conduct preliminary screening of the NGO written statements for CSW; after clearance by Section Chief, format and submit the statements via eDOC to Documents Control;
  • Liaise with UN Meetings Management Section to ensure that requests for conference rooms for parallel events are accommodated; submit eMeets requests for all the parallel events;
  • During the CSW session, contribute to the organization and servicing of the Information Desk at the GA Lobby, to provide information for and answer inquiries from the CSW NGO participants

 Administrative and Secretarial Support:

  • Secretarial and administrative assistance to the Chief and other staff of the Section;
  • Screen, log and classify by subject all in-coming correspondence, including documents;
  • Report and publications addressed to the Chief, direct routine correspondence to appropriate staff and monitor follow-up action;
  • Type from draft to final form correspondence, memoranda, documents, technical papers on computer;
  • Schedule meetings and visits according to the instructions of the Chief with Permanent Mission officials, representatives of the UN system, NGOs, the academic community and other partners; receive visitors and answer telephone calls, direct callers to the appropriate staff members and provide information of a non-technical nature;
  • Compile information/ background kits around various topics identified by the Chief or other staff members;
  • Coordinate the Section's internal and external meetings by coordinating schedules and booking conference room; take notes and compile meeting minutes when requested;
  • Compile and process staff attendance and leave records;
  • Organize and maintain filing for the Section, both in hard copy and draft routine correspondence for the Chief of the Section as requested;
  • Research subjects and the records of prior expert group meetings and others;
  • Maintain administrative files on personnel matters, consultants, interns, volunteers;
  • Make travel arrangements for the official missions of the Chief and other staff, including processing travel requests, expense claims, visa applications,  prepare background information, F-10 claim forms etc ;
  • Prepare reminders of all important  deadlines and meetings;
  • Perform any other duty which the Chief may assign.

 Impact of Results:
The efficient and prompt delivery of services impact on a whole range services and operations in the unit and result in meeting client (internal / external) needs and satisfaction.


Competencies

Core Values/Guiding Principles:

  • Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
  • Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

Core Competencies:

  • Ethics and Values : Demonstrating / Safeguarding Ethics and Integrity;
  • Organizational Awareness : Demonstrate corporate knowledge and sound judgment;
  • Developing and Empowering People / Coaching and Mentoring : Self-development, initiative-taking;
  • Working in Teams : Acting as a team player and facilitating team work;
  • Communicating Information and Ideas : Facilitating and encouraging open communication in the team, communicating effectively;
  • Self-management and Emotional intelligence : Creating synergies through self-control;
  • Conflict Management / Negotiating and Resolving Disagreements;
  • Knowledge Sharing / Continuous Learning : Learning and sharing knowledge and encourage the learning of others

Functional Competencies:

  • Ability  to perform a broad range of specialized activities aimed at effective and efficient functioning of the  office, including data/schedule management, maintenance of protocol, information flow;
  • Ability to maintain confidentiality and discretion;
  • Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
  • Ability to organize and complete multiple tasks by establishing priorities;
  • Ability to handle a large volume of work possibly under time constraints.


Required Skills and Experience

Education:
Completion of secondary education.

Experience:

  • Minimum of 4 years of experience in related field;
  • Completion of UN Administrative Support Assessment Test (ASAT) - formerly known as the UN Clerical Test.


Language Requirements:

  • Fluency in English (written and oral);
  • Knowledge of another official UN language is an asset
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. 
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.


Click here for important information for US Permanent Residents ('Green Card' holders).
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.


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