UN WOMEN: ADMINISTRATIVE AND FINANCE ASSOCIATE

Background

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 & Finance Associate reports to the Special Assistant to the Executive Director for guidance and supervision and is responsible for managing the timely and effective delivery of a whole range of administrative and financial services ensuring compliance with organizational financial rules, regulations, policies, procedures and approved allocations.

Duties and Responsibilities

Summary of key functions: Budget and Finance; General Administration; Contract Administration. Budget and Finance: Assists in the preparation and review of financial and human resource proposals/requirements; Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.   Monitors expenditures and compares with approved budget; prepares adjustments as necessary; Assists managers in the elaboration of resource requirements for budget submissions; Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures; Prepares or customizes financial reports from system generated reports; Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. General Administration: Drafts routine correspondence to respond to enquiries regarding relevant administrative, financial audit and personnel matters; Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field; Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).  Contract Administration: Assists with day-to-day administration of contracts between UN Women and external contractors for outsourced services. Audits the contractors' invoices against the goods and services provided by the contractor and approved by UN Women. Processes the payment of contractors' invoices and monitor payments.

Competencies

Core Values and 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, verified and records data, demonstrating attention to detail 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 6 years of administrative experience preferably in a large or international corporation or organization; Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems; Successfully passed UN clerical examination (ASAT) and the UN Accounting test (preferable). Language Requirements: Fluency in English is required; Proficiency in another UN working language is desirable. Notes: 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. 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.