UN WOMEN Jobs - 112548- Partnerships and Administrative Assistant

Partnerships and Administrative Assistant

Advertised on behalf of

UN WOMEN

Location :

Bangkok, THAILAND

Type of Contract :

Service Contract

Starting Date :

01-Jul-2023

Application Deadline :

01-Jun-23 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

1 year extendable based on performance and budget availability

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.

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country (COs) and multi-country offices (MCOs) as well as programme presences (PPs) across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights particularly for marginalized groups of women. Other programmes in Asia and the Pacific involve partnering with women in their efforts to engage in peace and reconstruction efforts, and push for gender equality (GE) provisions integral to preparing for, mitigating and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sectors.

Reporting to the Head of the External Relations Unit, the Partnerships and Administrative Assistant works with and provides support to the External Relations Unit (ERU). ERU is made up of the Partnerships & Resource Mobilization, Advocacy, and Communications teams. The Partnerships and Administrative Assistant carries out a variety of general and standardized tasks to help the unit drive forward its ambitious plans to expand resources, partnerships, and visibility in the region. The Partnerships and Administrative Assistant provides administrative, logistical, and programme assistance to the unit to enable smooth implementation of the unit’s strategic objectives.

Duties and Responsibilities

1. Provide administrative and logistical support to the formulation and management of unit’s initiatives, campaigns and workplan activities to support effective ERU delivery

Provide administrative support in the preparation of the recruitment process for the consultancy position for the team, processing contracts in accordance with HR and Procurement rules and regulations and keep monitoring their contracts closely.
Provide administrative support in the preparation of the unit work plans, budgets, and proposals on unit implementation arrangements, including tracking the delivery of funds;
Provide administrative support to the executing agencies / responsible parties on routine delivery and reporting of unit supported activities and finances;
Provide administrative support for the audit of projects and support implementation of audit recommendations;
Identify sources and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the ERU.

2. Provide administrative support to the financial management of the External Relations Unit

Create projects in Quantum, prepare budget revisions, revise project awards and status (where applicable); and determine unutilized funds and the operational and financial close of a project;
Provide administrative support in monitoring and preparation of budget and the finances of programmes/projects, and in the preparation of FACE forms;
Prepare non-PO vouchers;
Process payment for consultants, as delegated;
Create requisitions in Quantum for unit projects; register good receipts in Quantum.

3. Provide administrative support to the effective delivery of the unit’s partnerships, advocacy, and communications objectives

Undertake all logistical, administrative and financial arrangements for events and meetings for high-level participants/attendees (i.e. key bilateral or private sector donors, large conferences or roundtables involving senior government officials, business leaders and/or philanthropists) as well as missions;
Make travel arrangements for members of the ERU, including travel requisitions and claims;
Draft minutes in meetings, as delegated;
Organize and coordinate filing of documents;
Maintain key contacts database (media contacts, newsletter lists, etc.) in collaboration with team leads;

4. Provide administrative support to resource mobilization and partnerships

Organize, compile, and process documentation and information from bilateral partners, and ERU as inputs to various databases and documents;
Undertake all administrative duties as required in preparation for meetings/missions with bilateral partners such as the preparation of briefing packages, prepare power point and other presentations, collate materials, and agendas, in collaboration with the ERU.

5. Facilitation of knowledge building and knowledge sharing

Provide administrative support to the organization of training for the office staff and partners on programme and operations related issues.

Key Performance Indicators

Timely and accurate administrative and logistical support to events, workshops, missions, and ERU recruitment;
Full compliance with administrative activities according to UN Women rules, regulations, policies and procedures;
Timely and accurate tracking of data for RO management and donor purposes;
Quality maintenance of internal systems and files;
Quality and timely support to programme team.

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

Functional Competencies

Strong organizational, HR, finance, and event management skills with the ability to work in a fast-paced environment;
Ability to create, edit and present information in clear and presentable formats;
Ability to manage data, documents, correspondence and reports information and workflow;
Good financial and budgeting skills;
Good IT skills.

Required Skills and Experience

Education and certification:

Completion of secondary education required.
Bachelor’s degree in Business, Marketing, Communications or Public Administration is an asset.

Experience:

At least 5 years of progressively responsible experience in administrative or partnership management/support or events management;
Strong preference for candidates with solid experience in the following areas: partnership development, marketing and communications, project management, HR, planning and coordination of public events and events tailored for high-level audiences;
Experience in working in a computer environment using multiple office software packages;
Experience in the use of the ERP system is an asset.
Experience working with development organizations is an advantage.

Language Requirements:

Fluency in English and Thai is required;
Knowledge of another 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 Application and recruitment process | About us: Careers at UN Women | UN Women – Headquarters 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.

Inclusion Statement:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check).