UN WOMEN Jobs - 81835- Administrative Associate

Administrative Associate

Advertised on behalf of

UN WOMEN

Location :

HQ/NY, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

07-Nov-2018

Application Deadline :

13-Nov-18 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

3 Months

Languages Required :

English

Expected Duration of Assignment :

5 Months

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.

In view of the crucial contribution of civil society organizations in the advancement of gender equality, women’s empowerment and women’s rights, the role of civil society and the women’s movement as partners, supporting UN Women’s leadership, is seen as fundamental in the full realization of gender equality, women’s rights and women’s empowerment. UN Women’s unique and critical role in engaging civil society and partnership building with women’s organizations as stakeholders to achieve gender equality and women’s empowerment will be key drivers in helping UN Women achieve its strategic goals and fulfil its organizational mandate.

UN Women works to strengthen civil society’s historically crucial role in leading global action on gender equality including promoting reform, influencing policies, monitoring and upholding accountability of duty bearers. Considering UN Women’s Strategic Plan 2018-21, the importance of building alliances and movements for gender equality is seen as a key factor in the achievement of the gender equality agenda and the Sustainable Development Goals.

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.

Under the general guidance and direction of the Deputy of the Civil Society Division, the Administrative associate will provide broad administrative, meetings servicing and financial support.

Duties and Responsibilities

Servicing of Meetings;

Assist in the preparation of the annual session of the Commission on the Status of Women (CSW) and other meetings;
Monitor all stages of preparations for meetings, liaise as needed with non-governmental organizations participants, and central UN services (e.g. Meeting's Services, Documents Control, Reproduction, Documents Distribution);
Assist CSD with the travel of select participants to CSW
Respond to in-coming written and telephone inquiries regarding the status of preparations of meetings;
Ensure that official documents are submitted to the head of division on time for clearance, reminds staff of deadlines and collects inputs;
Liaise with Documents Control to process official documents for meetings and completes all necessary forms;
Maintain travel plans and records related to participants

Administrative and Secretarial Support:

Secretarial and administrative assistance to the division·
Assist CSD with staff mission and participants travel
Compile and process staff attendance and leave records;
Organize and maintain filing for the Division, both in hard copy and in the shared drive
Maintain administrative files on personnel matters, consult Head of division and other staff, including processing travel requests, expense claims, visa applications, prepare background information, F-10 claim forms etc;
Support the recruitment process for the hiring of CSD consultants as needed
Orient interns, consultants or new staff to relevant administrative procedures and practices and provides general assistance to CSD team

Financial support

Prepare, generate and customize financial reports
Align budget section to RMS
Monitor and track budget expenditures for CSD, regularly updating the shadow budget
Uses Atlas to prepare or customize financial reports from system generated reports for CSD
Keep head of division abreast of all financial commitments of main financial project
provide support to Ad Hoc requests

Key Performance Indicators

Timely attention and response to administrative deliverables
Accurate and timely process of travel to CSW

Competencies

Core Values:

Respect for Diversity
Integrity
Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Leading by Example

FUNCTIONAL COMPETENCIES:

Ability to work in a team and commitment to the institution’s mission
Ability to prioritize, grasping the situation quickly
Ability for multi-tasking

Required Skills and Experience

Education and certification:

Secondary education required

Experience:

At least 10 years’ experience of UN Finance and administrative related functions,
Strict adherence to deadlines
Knowledge of RMS and ATLAS a must
Experience with MS Office, MS SharePoint

Language Requirements:

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