UN WOMEN Jobs - 72511- UN Women: Administrative Associate

UN Women: Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

12-Jun-17 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

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.

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 center 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 UN System Coordination Division develops and oversees the implementation of the strategy for UN Women’s role to “lead, coordinate and promote the accountability of the United Nations system in its work on gender equality and the empowerment of women” at global, regional and country level. There are three main areas of work, implemented by sub-units:

Working through the established coordination mechanisms;
Promoting and monitoring gender balance within the UN system staffing;
Developing, promoting and monitoring strategies for enhanced accountability in the UN system for gender mainstreaming;

The Administrative Associate is under the direct supervision of the Inter-Agency Coordination Specialist (P4).

Duties and Responsibilities

Provide administrative support to the Division’s communications:

Manage updates and further develop internal filing and databases; generate a variety of standard and non-standard reports and documentations;
Provide administrative support in the preparation of presentation materials using appropriate technology/software;
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.);
Orient interns, consultants or new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;
Management of Calendars for Division work, as required.

Provide support to the budget, procurement and human resources functions of the Division:

Monitor the Division’s expenditures in line with operating budget, allocations and objectives;
Prepare materials, estimates and other documents to support budget review, planning and preparation;
Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
Review and verify accuracy of supporting documents for payments. Submit systematic financial reports to the Director for management monitoring and/or action;
Provide administrative support in the preparation of procurement plans for programmes/projects;
Provide administrative support to recruitment processes, including preparation of TORs.

Provide administrative support to the planning and coordination of events organized by the Division:

Provide coordination, planning and implementation support to high-level advocacy events including International Women’s Day and other high-level inter-governmental fora as needed;
Provide operational and logistical support to the organizing of events and meetings such as arrangements of experts and panelists and preparation of consultant contracts, creation and maintenance of online sites hosting documents for workshops and meetings;
Maintain updated interagency lists and liaise with Human Resources, Gender Focal Point contacts, and Inter-Agency Network on Women and Gender Equality (IANWGE) members as needed;
Provide administrative support to the coordination of annual and inter-sessional meetings of the IANWGE; as well as service wide activities such as meetings, trainings, special projects and events;
Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.;
Attend meetings, prepare minutes, and monitor follow-up activities.

Provide research and analytical support to the Division:

Compile and analyze statistical material to ensure accuracy, clarity and validity;
Prepare trends on the representation of women and projections for the attainment of gender parity for each UN system entity and UN Secretariat departments;
Provide statistical analysis and draft gender parity profiles for UN system entities and UN Secretariat departments, as required.

Perform other duties as assigned.

Key Performance Indicators:

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.

Quality presentations, communications, and reports which highlight the work of the Division;
Events and meetings with few to no logistical or operational issues;
Well managed lists and databases for easy and quick retrieval of information;
Timely management of office systems such as calendars, procurement, HR, and finance.

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.

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf.

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;
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 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.
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.

Notes:

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.

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, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.