UN WOMEN: ADMINISTRATIVE ASSISTANT

The 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. Placing women’s rights at the center of all its efforts, the 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 supervision of the Programme Management Specialist, the Administrative Assistant provides administrative services ensuring high quality and accuracy of work in order to obtain the optimum administrative services. He/she promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of administrative services. The Administrative Assistant works in close collaboration with thematic Clusters Staff, and Operations teams to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: Provision of financial support services Provision of administrative support services Support to knowledge building and knowledge sharing 1. Support financial management processes focusing on achievement of the following results: Contribute to the preparation of programme budgets and financial data in Atlas and support preparation of budget revisions, including mandatory budget revisions, as necessary for relevant programme budgets as well as tracking of expenditures and commitments on a monthly basis Performance of a Buyer role in Atlas and preparation of POs as needed Assist in proper control of the supporting documents for payments and financial reports; preparation of vouchers for projects. Preparation of information on the status of financial resources as required Maintenance of the proper filing system for finance records and documents. 2. Provide administrative support focusing on achievement of the following results: Provide administrative support for production and printing of programmes publications and knowledge products Provide logistical and administration support to workshops, conferences and other events. Prepare various administrative and logistical support related to short term contracting, travel arrangements, hotel reservations, and visa requests. Assist in the maintenance and preparation of the content for the web sites as required Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution Any other administrative support as requested by the supervisor. 3. Supports knowledge building and knowledge sharing focusing on achievement of the following results: Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports as required. Participation in the training for the programme, and projects staff on administration. Sound contributions to knowledge networks and communities of practice. Impact of Results The key results have an impact on the execution of administrative services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UN Women.

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. OPERATIONAL EFFECTIVENESS Ability to perform a variety of repetitive and routine tasks and duties related to travel support and general administration support Ability to review data, identify and adjust discrepancies Ability to handle a large volume of work possibly under time constraints Good knowledge of administrative rules and regulations Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service Ability to organize and complete multiple tasks by establishing priorities MANAGING DATA Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy Interprets data, draws conclusions and/or identifies patterns which support the work of others MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction Shows sound grasp of grammar, spelling and structure in the required language Ensures correspondence, reports and documents comply with established UN standards Ability to produce accurate and well documented records conforming to the required standard PLANNING, ORGANIZING AND MULTI-TASKING Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines Demonstrates ability to quickly shift from one task to another to meet multiple support needs Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Required Skills and Experience

Education: Secondary education. Experience: 5 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems. Language Requirements: Fluency in English. Knowledge of another UN language is an asset. 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. 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.

Click here for important information for US Permanent Residents ('Green Card' holders).

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.