UN WOMEN Jobs - 78787- Programme Associate

Programme Associate

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

24-May-18 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

1 year

Languages Required :

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

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 Unstereotype Alliance is a global alliance that aims to eliminate harmful stereotypes while doubling progressive portrayals in golbal advertising that is cooridnated and convened by UN Women. The alliance is currently represented by 23 major multi-national advertisers and holding companies that oversee the work of hundreds of advertising agencies around the world and have brands that spend billions of dollars per year in advertising.

The Alliance focuses on three key strategic prioirity areas which include:

Developing and adhering to principles for unstereotyped content creation;
Fostering an unstereotyped culture with companies which emphasize hiring and retraining more women in senior leadership and creative roles
Setting clearly defined goals to measure change annually for transparency and accountability, with a view for substantive impact by 2020

Reporting to the overall guidance of the Coordinator of the Unstereotype Alliance, the Executive Associate is responsible for providing a variety of executive administrative and financial support to the UN Women Coordinator maintaining full confidentiality in all aspects of assignment and for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timley action and compliance with established deadlines.

Duties and Responsibilities

Provide executive support to the UN Women Coordinator

Manage the UN Women Coordinator's calendar, and schedule of appointments and meetings;
Arrange travel and hotel accomodations and other logistics for the UN Women Coordinator;
Maintain roster of Alliance contacts; update electronic mailing lists;
Monitor Alliance email;
Manage administrative files on the Coordinator's mission travel and mission reports;
Research files, collect information and organize materials to meet the Cooridnator's requests.

Provide administrative support to the UN Women Coordinator

Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
Organize and attend meetings and events, prepare minutes and summaries;
Prepare and assemble briefing materials and PowerPoint presentations for the Coordinator for meetings, missions and other key events;
Organize and monitor the office filing system;
Follow up with the Coordinator on deadlines and commitments.

Proivide effective communication and information management support to the Unstereotype Alliance

Facilitate flow of information and communication between the UN Women Coordinator and other units within or outside of UN Women;
Review, prioritize and route correspondence to and from the UN Women Coordinator; take proactive follow-up action and keep the Coordinator informed;
Prepare routine correspondence; review documents and reports to ensure spelling, punctuation and format are correct;
Develop simple design templates using Alliance graphics;
Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
Support social media and other outreach efforts related to the Alliance

Provide support to the Coordinator's external relations activities

Facilitate the Coordinator's interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
Receive and greet high ranking officials/visitors;
Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits

Contribute to knowledge building and knowledge sharing

Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
Build and share knowledge and experience related to administrative and operations support.
Undertake limited research for the project and preparation of briefs.

Provide support to Resource Mobilization and Financial Transactions

Compile and process information from donors as inputs to various databases and documents.
Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts.
Draft financial reports for donors
Review accounts receivable for UN Women projects and follow-up with finance section at headquarters on contributions, deposits creation in Atlas and their application AR pending items;
Prepare PO and non-PO vouchers for development projects;
Ensure procurement processes are completed in a timely manner, and prepare relevant documentation required;
Liaise with Procurement Unit as needed to ensure timely submission
Enter planned procurement actions in Procurement Plan
Record and post transactions in Atlas
Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donors and are input into ATLAS at the detailed Activity ID level; conduct budget revisions as needed; monitor spending

Key Performance Indicators

Timely and quality support to the Coordinator
Client satisfaction with planning and communications
Timely, complete and accurate financial transactions/activities/documentation
Quality presentation of information
Quality and timely organization of events/meetings
Adherence to protocol

Competencies

Core Values:

Integrity;
Professionalism;
Respect for Diversity.

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 manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
Good knowledge of adminstrative rules and regulations;
Ability to perform work of confidential nature;
Ability to create, edit and present information in clear format, using appropriate IT functionality;
Ability to administer administrative processes;
Excellent written communications;
Knowledge of financial rules and regulations and accounting principles;
Ability to administer procurement and monitor financials (including mobilizing resources);
Knowledge of social media and community management

Required Skills and Experience

Education:

Completion of secondary education is required;
Bachelor's degree in business administration or public administration is an asset.

Experience:

At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience;
Experience in the use of computer applications and software packages such as Microsoft Office, and web-based managemnet systems;
Experience with procurement;
Experience with the ATLAS system.

Languages:

Fluency in English is required;
Knowledge of the other UN official language is an asset.

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.