UN Women: Administrative Associate, Strategy, Planning, Resources and Effectiveness Division



Advertised on behalf of :

Location : New York, UNITED STATES OF AMERICA
Application Deadline :15-Mar-21 (Midnight New York, USA)
Time left :12d 10h 4m
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.

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 Strategy, Planning, Resources and Effectiveness Division is under the direct supervision of the Assistant Secretary General (ASG)/Deputy Executive Director Resource Management, Sustainability and Partnerships drives the areas of corporate strategy, planning, resource allocation and management, enterprise risk management and organizational performance management. Together, these elements determine the organisation’s development effectiveness in working towards achieving the goal of Gender Equality and Women’s Empowerment (GEWE) in line with the 2030 Agenda and the UN Women Strategic Plan.

Reporting to Director, the Administrative Associate is responsible for providing a variety of executive administrative support to the SPRED Directorate, maintaining full confidentiality in all aspects of assignment and, in close coordination with the SPRED Directorate, teams within the Division and other HQ Divisions and field offices, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.


Duties and Responsibilities

Provide executive and administrative support to the Director, SPRED:

  • Manage the Director’s calendar, and schedule of appointments and meetings;
  • Arrange travel and hotel accommodations and other logistics for the Director;
  • Manage administrative files on the Director mission travel and mission reports;
  • Research files, collect information and organize materials to meet the Director requests;
  • Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
  • Organize and attend meetings and events, support with preparing minutes and summaries;
  • Prepare and assemble briefing materials and PowerPoint presentations for the Director for meetings, missions and other key events;
  • Organize and monitor the office filing system.

Provide effective communication and information management support to the SPRED Directorate:

  • Facilitate flow of information and communication between the SPRED Directorate and other units within or outside of UN Women;
  • Review, prioritize and route correspondence to and from the SPRED Directorate; take proactive follow-up action and keep the SPRED Directorate team members informed;
  • Respond to and/or direct inquiries to appropriate units for timely action/response;
  • Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
  • Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials.

Provide support to the Director’s external relations activities:

  • Facilitate the Director’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.

Provide general administrative and operations support to the SPRED Directorate:

  • Create projects in Atlas, prepare budget revisions, revise project awards and status; and determine unutilized funds and the operational and financial close of a project;
  • Provide administrative support in the monitoring of budget preparation and finances;
  • Gather and compile data and information for the preparation of planning and budgeting activities; support the preparation of work plans and budgets;
  • Review financial reports; prepare non-PO vouchers;
  • Process payment for consultants;
  • Create requisitions in Atlas for projects; register good receipts in Atlas.

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.

Key Performance Indicators: 

  • Timely and quality support to the Director.
  • 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 Values and Competencies Framework: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Functional Competencies:

  • Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
  • Good knowledge of administrative 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 and execute administrative processes and transactions;
  • Strong financial and budgeting skills.


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 management systems;
  • Experience with the ATLAS system is an asset.

Languages: 

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

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558. 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.

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.


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