Background

Candidates who previously applied need not re-apply.

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.

The Strategic Partnership Division (SPD) is responsible for proactively driving the strategic positioning of UN Women so that the size, sources and predictability of its resources help the organization achieve its strategic goals. SPD is organized into three branches: Resource Mobilization, Civil Society, and Communications and Advocacy.

Under the direct supervision of the Chief, Communications & Advocacy, the Administrative Assistant provides the overall administrative and executive support of varied and inter-related operational and logistical activities ensuring high quality and accuracy of work. 

Duties and Responsibilities

Summary of Key Functions:

  • Administrative Support;
  • Preparation and Servicing of Meetings;
  • Preparation of Documentation and Papers.

Description of Key Functions:

Administrative Support:

Coordination and efficient administration of consultant hiring and management, incl. preparation of SSA contracts and renewals, in liaison with the Human Resources Section;

Perform a variety of administrative duties, including:

  • Leave recording;
  • Preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.);
  • Making travel arrangements for official travel of section staff;
  • Office supply and equipment orders;
  • Registration of visitors into the SL Green security system;
  • Work requests (staff request for appointment – Access card photo session);
  • Coordination of space allocation of Communications staff with Facilities Management (including internal moves of staff);
  • Coordination of processing of grounds pass of consultants, interns and staff, etc.
  • Maintain files (both paper and electronic) for work unit;
  • Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit;
  • Provide direct assistance to the Chief of Communications, as required.

Preparation and Servicing of Meetings and Events:

  • Provide assistance in the coordination of activities such as meetings, training, conference calls and events, including booking of conference rooms, collecting materials, and coordinating technical services with the ICT Support team;
  • Assist in preparation of meetings, conferences and workshops at HQ and abroad, including logistical arrangements, such venue booking, travel for guests etc, and preparation of consultant contracts if required.

Maintenance of Contact Lists and Distribution Support:

  • Manage updates and further develop internal Communications contacts databases, including several mailing lists for distribution purposes;
  • Ensure that key UN Women publications, information and advocacy materials are on display in the HQ Offices;
  • Support compiling and delivery of materials as needed;
  • Respond to queries for UN Women publications, information and advocacy materials; 
  • Prepare and receive shipments via FedEx for UN Women Communications Section;
  • Perform other duties as assigned.

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 other.

Functional Competencies: 

  • Ability to administer and execute administrative processes and transactions;
  • Knowledge of Atlas;
  • Ability to extract, interpret, analyze data and resolve operational problems;
  • 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;
  • Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
  • Strong IT skills;
  • 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:

  • Secondary education is required;
  • University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

  • 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, etc) and web based management systems; proficiency in the use of the Atlas system;
  • Completion of Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

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.

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.