UN Women: Administrative Associate


Location : New York, UNITED STATES OF AMERICA
Application Deadline :13-Sep-11 (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.

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.
 
The Administrative Associate reports to the Director, Strategic partnerships, Advocacy, Civil Society, Communications, Resource mobilization  for guidance and supervision and is responsible for managing the timely and effective delivery of a whole range of administrative services ensuring compliance with organizational financial rules, regulations, policies, procedures and approved allocations.


Duties and Responsibilities

Summary of Key Funtions:
 
Administrative Support
 
  • Manage the Director’s calendar of activities, events and travels. Schedule requests for meetings from staff and UN system and agency partners, and external partners, e.g. government officials, members of Permanent Missions to the UN and other delegations. Follow appropriate protocol procedures in scheduling meetings and events.
  • Arrange travel, hotel accommodations and other logistics for the Director.
  • Collect, review and organize briefing materials for the Director for appointments, meetings, official missions and other critical and key events.
  • Maintain the roster of Director’s contacts for easy access and reference.
 
Manage the Information and Communication Flow in the Directorate:
 
  • Review, prioritize and route correspondence to and from the Director.
  • Promptly route all correspondence, directives and requests to the Director for timely action and/or signature.
  • Review correspondence for proper internal clearances prior to the Director’s signature.
  • Respond and/or direct inquiries to the appropriate UN Women Unit for timely action and/or response.
  • Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
  • Facilitate the flow of information/communication between the Director and other Units within and outside UN Women. Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication between the Directorate and other units.
  • Follow up on deadlines, commitments made, actions taken and coordinate the collection and submission of reports to the Director.
 
Support to External Relations Activities:
  •  Keep abreast of activities in UN Women and keep the Director informed for her / his attention, action or intervention.
  • Facilitate the Director’s interaction with various external partners such as ambassadors, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices.
  • Organize official events/hospitality for the Director.
 
Impact of Results
 
The timely and effective administration of financial & administrative services directly impact on the optimum, appropriate and effective use of resources and efficient financial recording, accounting and reporting facilitating management oversight, decision making and quality control.


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:
 
  • Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality.
  • Ability to contribute to change management and business re-engineering processes.
  • Ability to organize and complete multiple tasks by establishing priorities.
  • Ability to handle a large volume of work possibly under time constraints.
  • Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly.
  • Ability to perform variety of administrative tasks related to human resources, finance, general administration, support, procurement, logistic; programme support; ICT; collecting preparation of documentation, data input.
  • In-depth knowledge of office software applications relating to word processing, data management, presentation, ATLAS.
  • Thoroughly and methodically collects, verified and records data, demonstrating attention to detail and identifying and correcting errors on own initiative; maintains databases.


Required Skills and Experience

Education:
  • Secondary education is required.
  • University Degree is an advantage but not required.
 
Experience:
  • A minimum of 6 years of administrative experience preferably in a large or international corporation or organization.
  • Experience in the use of computers applications and software packages (MS Word, Excel, etc) and web based management systems.
  • Successfully passed UN clerical examination (ASAT) and the UN Accounting test (preferable).
 
Language Requirements:
  • Fluency in English is required. Proficiency in another UN working language is desirable.
 
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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