Historique
Devoirs et responsabilités
- Administrative support;
- Preparation/servicing of meetings;
- Maintenance of the filing system and preparation of support documents.
- Perform the full range of office management and administrative support functions;
- Provide direct assistance to the Chief of Evaluation;
- Maintain liaison with the other divisions in UN Women bureaus regarding on-going initiatives and other administrative matters;
- Monitor processes and schedules related to the section’s outputs, products, tasks, etc.
- Contribute to a smooth and efficient information flow within the unit;
- Prepare and processes confidential information;
- Assist in the development of office administrative systems and procedures;
- Support administrative processes performed by the section’s Programme Associate (e.g. bidding processes for external evaluations, leave recording, travel reservations, office supply and equipment orders, etc.); including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
- Maintain files (both paper and electronic) and databases for work unit;
- Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.) as required;
- Update evaluation information on UN Women intranet and other relevant information platforms.
- Provide assistance in the coordination of service-wide activities such as meetings, training, special projects and events;
- Assist in preparation of the relevant expert groups meetings, conferences and evaluation workshops at HQ and in the regions;
- Attend meetings, prepare minutes, and monitor follow-up activities if required;
- Provide support to other staff in meetings servicing/administrative.
- Assist in the update and maintenance of the section’s files and databases, physical and electronic, including keeping track of documents, updating the structure and ensuring a systematic record management;
- Support the preparation of presentation materials using appropriate technology/software (power point, excel, etc);
- Ensure the quality of outgoing documents: proofread and edit texts for adherence for format, grammar, punctuation and style;
- Respond to complex information requests and inquiries as required (e.g. answers requests requiring file search, etc.);
- Respond or draft responses to a wide range of correspondence and other communications;
- Use standard word processing package to produce a wide variety of large, complex documents and reports;
- Perform other duties as assigned.
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.
Compétences
- 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.
- 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 other
- Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of office, including data/schedule management, maintenance of protocol, information flow
- Ability to maintain confidentiality and discretion
- Ability to create, edit and present 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
Qualifications et expériences requises
- Secondary education is required. University Degree is an advantage but not required
- A minimum of 5 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, Power Point, etc) and web based management systems
- Experience in using Atlas financial module
- Successfully passed UN clerical examination (ASAT)
- Fluency in English is required
- Working knowledge in another UN working language is an asset