Re advertisement:UN Women: Administrative Associate



Advertised on behalf of :

Location : New York, UNITED STATES OF AMERICA
Application Deadline :11-May-18 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Duration of Initial Contract :1 year
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

*The candidates who have previously applied to this position need not to reapply

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 overall objective of the United Nations System Coordination Division is to develop and oversee 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, to engage the UN system in gender mainstreaming as well as enhancing the goal of gender balance: working through the established coordination mechanisms; developing, promoting and monitoring strategies for enhanced accountability in the UN system for gender mainstreaming; and leading, promoting and monitoring gender balance efforts within the UN system.

The UN Secretary-General has brought the attainment of gender parity to the forefront through his System-wide Strategy on Gender Parity, and called for the UN system to meeting parity targets by 2028. The UN Women Coordination Division is not only responsible for UN Women efforts as such, but will continue to offer its expertise system-wide to attain the goal of gender parity. 

The Administrative Associate reports to the Senior Advisor/Focal Point for Women in the UN Common System for general guidance and supervision and is responsible for providing support to the Senior Advisor through the administration and execution of a variety of activities and transactions to ensure the efficient flow of information and communication to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the Senior Advisor’s easy access and use.


Duties and Responsibilities

Provide administrative support:

  • Provide administrative and coordination support in planning and implementation of diverse range of activities such as conferences, expert group meetings, workshops, town hall meetings, also involving extensive liaison with internal and external stakeholders;
  • Manage the Senior Advisor’s calendar of activities, events and travels. Prioritize and schedule requests for meetings. Follow appropriate protocol procedures in scheduling meetings and events;
  • Arrange travel, hotel accommodations and other logistics for the Senior Advisor and gender parity team, as well as parity event related travel and logistics, such as for external participants;
  • Collect, review and organize briefing materials and alike for the Senior Advisor’s meetings, official missions and other activities, as requested.

Provide research, analysis and reporting support:

  • Research, collect and evaluate documents, summarize material, collect and analyze data and prepare background materials for assessment papers, studies, briefs, policies, legislation and reports related to gender parity, organizational culture, work/life balance initiatives and grievance resolution procedures/policies and the status of women in the UN system;
  • Prepare and systematize inputs for databases, and provide statistical analysis and gender parity profiles for UN Women, other international organizations, and related institutions including statistical information on the status of women, human resource action plans, policies, rules and regulations as collecting relevant statistics and data across the UN system, maintaining updated list of, and liaising with, HR and Gender Focal Point contacts for the collection of gender parity related data for the Report of the Secretary-General on the Improvement in the Status of Women in the UN system and other documents;
  • Compile and analyze statistical material to ensure accuracy, clarity and validity. Maintain and update internal databases, including data collection platforms;
  • Provide support in the preparation of a variety of periodic and ad hoc reports, and other communications products to facilitate status review of all aspects of the responsibilities of the Senior Advisor and Focal Point for Women in the UN System.

Provide information management and communication support:

  • Provide administrative and coordination support in the communication, outreach and information dissemination to ensure that UN Women and other outside institutions benefit from good practices and lessons learned in addressing gender issues in the work place;
  • Populate and maintain an updated list of Focal Points for Women and Gender Focal Points of the UN System;
  • Update the internet pages related to Gender Focal Points/parity, as requested;
  • Coordinate review and clearance process of publications with editor, translation services, etc. on finalization and publication of reports in multiple languages as requested by the Senior Advisor;
  • Review, prioritize and promptly route correspondence to and from the Senior Advisor. Take proactive follow-up action and keep the Senior Advisor and internal/external clients and stakeholders informed of status of the events and issues concerned;
  • Review and verify completeness of required documentation and/or clearances prior to submission for the Senior Advisor’s approval/signature, if necessary;
  • Respond and/or direct queries to the appropriate office or staff member for timely action and/or response;
  • Type and/or design presentation materials and other documents for the Senior Advisor’s meetings and events, draft routine correspondence;
  • Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
  • Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication to and from the Senior Advisor;
  • Follow up on deadlines, commitments made and actions taken. Coordinate the collection, verification, organization and/or submission of reports to and other briefing materials for the Senior Advisor.
  • Screen and have initial discussion with UN Women staff members regarding staff who wishes to contact on gender related grievance and refer cases to supervisor, as appropriate.

Provide administrative support to the financial and operational activities:

  • Provide administrative and coordination support in the recruitment of parity related consultants and processing contracts and payments for consultants, vendors and other service providers;
  • In this regard, review and verify accuracy of supporting documents for payments. Submit systematic financial report to the Senior Advisor for management monitoring and/or action;
  • Review the Division’s operating budget to monitor expenditures for timely use as allocated and ensure compliance, completeness and accuracy of transactions according to rules, regulations, allocations and objectives. Keep the Senior Advisor informed for timely intervention and/or action;
  • Maintain internal expenditures control system to ensure vouchers processed are matched and completed, as requested by the supervisor;
  • Prepare and/or recommend budget revisions to the Senior Advisor’s budget.

Provide other support as requested by supervisor.

Key Performance Indicators:

  • Administrative and coordination support provided on time, on scope and on budget;
  • Timely and accurate support to events, workshops, and missions;
  • Events and meetings with few to no logistical or operational issues;
  • Well managed lists and databases for easy and quick retrieval of information;
  • Quality presentations, communications, and reports which highlight the work of the team;
  • Timely management of office systems such as calendars, procurement, HR, and finance.
  • Full compliance of administrative activities with UN Women rules, regulations, policies and procedures.


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:

  • Strong organizational skills. Ability to create schemas for organizing a wide range of materials and information in a manner that is user-friendly and intuitive;
  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the office, including schedule management, maintenance of protocol, information flow, travel arrangements, organization of events;
  • Ability to maintain confidentiality and discretion;
  • Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
  • Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
  • Accepts constructive feedback in a positive manner and is able to cope with setbacks. Maintains a proactive and positive attitude;
  • Ability to organize and complete multiple tasks by establishing priorities and demonstrating flexibility, particularly in light of last minute requests;
  • Ability to handle a large volume of work under time constraints;
  • Accuracy and attention to detail in the analysis and presentation of data, policies and other information.


Required Skills and Experience

Education:

  • Completion of secondary education is required; a university level degree is desirable, but not a requirement;
  • Candidates who do not have a university degree or an accredited certification in the technical field will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

Experience:

  • A minimum of 6 years of administrative support and office management as well as progressive responsibility in the processing, analysis and presentation of data and information;
  • Background in international relations, and/or quantitative analysis is an advantage, but not required;
  • Proven experience with quantitative and qualitative analysis as well as proven written ability to draft reports and memoranda or alike;
  • Previous gender related work experience is desirable;
  • Communications, graphic design, data visualization, and/or web experience would be desirable, but not required.

Languages:

  • 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.


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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