UN WOMEN: ADMINISTRATIVE ASSISTANT

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 Administrative Assistant reports to the Chief of Staff for supervision and general direction and is responsible for performing a variety of administrative, human resource and financial tasks to ensure the efficient and expeditious execution of operations and services in the Executive Director’s Office.

Duties and Responsibilities

Summary of key functions: Administrative support Support to financial control Knowledge building and sharing Support to office maintenance and assets management Administrative support Arrange travels in liaison with the travel agency and prepare travel authorizations. Arrange for purchase and ensure timely and appropriate distribution office supplies oversee sufficient inventory. Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). Maintain hard and electronic files and data base systems ensuring timely and appropriate recording and safekeeping of information. Coordinate and/or manage all administrative services for events, workshops and other senor level meetings including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents. Maintain attendance records. Support to financial control Maintain unit/work plans and budgets as well as off line financial status reports for the Executive Director’s Office work plans. Monitor and advise budget owners on financial status of projects and potential over-expenditures and recommend possibilities for reallocation to ensure the optimum use of available funds. Process budget revisions of the Executive Director’s Office projects for approval of the Chief. Submit periodic financial reports for management oversight, monitoring and review and confirm availability of funds as required. Process requisitions and prepare payment vouchers for the Executive Director’s Office. Provide relevant information for the response to audits. Knowledge building and sharing Provide training on travel requests and requisitions. Train staff on the administrative procedures. Brief/debrief staff members on issues relating to area of work. Support to office maintenance and assets management Maintenance of records on assets management, preparation of reports. Maintenance of files and records relevant to office maintenance. Provision of support to maintenance of common premises and common services.

Competencies

CORE VALUES / GUIDING PRINCIPLES: Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct. Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity. CORE COMPETENCIES: Ethics and Values : Demonstrating / Safeguarding Ethics and Integrity. Organizational Awareness : Demonstrate corporate knowledge and sound judgment. Developing and Empowering People / Coaching and Mentoring : Self-development, initiative-taking. Working in Teams : Acting as a team player and facilitating team work. Communicating Information and Ideas : Facilitating and encouraging open communication in the team, communicating effectively. Self-management and Emotional intelligence : Creating synergies through self-control. Conflict Management / Negotiating and Resolving Disagreements. Knowledge Sharing / Continuous Learning : Learning and sharing knowledge and encourage the learning of others FUNCTIONAL COMPETENCIES: Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality Ability to contribute to change management and business re-engineering processes Ability to organize and complete multiple tasks by establishing priorities Ability to handle a large volume of work possibly under time constraints Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly Ability to perform variety of administrative tasks related to human resources, finance, general administration support, procurement, logistic, programme support, ICT, collecting preparation of documentation and data input In-depth knowledge of office software applications relating to word processing, data management, presentation and ATLAS Thoroughly and methodically collects, verifies and records data, demonstrating attention to details and identifying and correcting errors on own initiative; maintains databases.

Required Skills and Experience

Education: Secondary education is required. University Degree is an advantage but not required. Experience: A minimum of 5 years of administrative experience preferably in a large or international corporation or organization. Experience in the use of computer applications and software packages (MS Word, Excel, etc) as well as web based management systems. Successfully passed UN clerical examination (ASAT). Language requirements: Fluency in English is required. Proficiency in another UN working language is desirable. 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. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

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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.