UN WOMEN: ADMINISTRATIVE ASSOCIATE

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women 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 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 provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. Under the direct supervision of the Chief, Communications & Advocacy, the Administrative Associate provides the overall administrative and executive support of varied and inter-related operational and logistical activities ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

Duties and Responsibilities

Summary of Key Functions: Implementation of operational strategies; Provision of effective and efficient administrative support services; Effective administrative and financial control in the office; Support to knowledge building and knowledge sharing. Ensures implementation of operational strategies, focusing on achievement of the following results: Full compliance of administrative activities with UN/UNWomen rules, regulations, policies and strategies; Preparation of administrative team results-oriented work-plans; Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management. Ensures effective and efficient provision of administrative support services, focusing on the achievement of the following results: Coordination and efficient administration of all procurement processes, including preparation of contracts, provision of proper documentation for review by AMRC, liaison with Finance and Procurement sections etc. Coordination and efficient administration of consultant hiring and management, incl. preparation of contracts and liaison with Human Resources Section; Coordination of travel arrangements for staff of the section, incl. booking, preparation of travel authorizations etc. Coordination of events management logistics, including booking of space and catering, guest list administration and liaison with UN Special Events section and other events venues to that end; Expansion and maintenance of communications vendor list, incl. research and pre-screening of potential vendors; Preparation of correspondence; Expansion and maintenance of the Section’s filing system; Inventory and procurement of supplies. Ensures effective administrative and financial control in the office, focusing on achievement of the following results: Monitoring and administration of the Section’s budget, incl. implementation and maintenance of administrative control records, budget revisions etc. Coordination and effective administration of all payments to vendors, consultants etc; to that end, provision of relevant documentation and close liaison with Finance Section; Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; Creation of vendor set-up information in Atlas; Proper inventory control; supervision of proper issuance of inventory items and supplies; Review of travel authorizations, documentation, payments; Presentation of thoroughly researched information for planning of financial resources for administrative services; Submission of information on administrative services provided for cost-recovery bills. Support knowledge building and knowledge sharing in the Office, focusing on achievement of the following results: Organization of training for other staff on administration; Briefing to staff members on general administrative matters; provision of advice and administrative support; Sound contributions to knowledge networks and communities of practice. Impact of Results: The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UN Women as an effective contributor. The incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies: Building Strategic Partnerships Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives; Maintains databases of donor information. Promoting Organizational Learning and Knowledge Sharing Basic research and analysis Researches best practices and poses new, more effective ways of doing things; Documents innovative strategies and new approaches; Identifies and communicates opportunities to promote learning and knowledge sharing. Job Knowledge/Technical Expertise Fundamental knowledge of processes, methods and procedures Understands the main processes and methods of work regarding to the position; Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks; Identifies new and better approaches to work processes and incorporates same in own work; Strives to keep job knowledge up-to-date through self-directed study and other means of learning; Demonstrates good knowledge of information technology and applies it in work assignments. Promoting Organizational Change and Development Presentation of information on best practices in organizational change Documents ‘best practices’ in organizational change and development within and outside the UN system; Demonstrates ability to identify problems and proposes solutions. Design and Implementation of Management SystemsData gathering and implementation of management systems Uses information/databases/other management systems; Provides inputs to the development of simple system components; Makes recommendations related to work procedures and implementation of management systems. Client Orientation Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion; Organizes and prioritizes work schedule to meet client needs and deadlines; Establishes, builds and sustains effective relationships within the work unit and with internal and external clients; Responds to client needs promptly. Promoting Accountability and Results-Based Management Gathering and disseminating information Gathers and disseminates information on best practice in accountability and results-based management systems; Prepares timely inputs to reports; Maintains databases. Core Competencies: Demonstrating/safeguarding ethics and integrity; Demonstrate corporate knowledge and sound judgment; Self-development, initiative-taking; Acting as a team player and facilitating team work; Facilitating and encouraging open communication in the team, communicating effectively; Creating synergies through self-control; Managing conflict; Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member; Informed and transparent decision making.

Required Skills and Experience

Education: Secondary education is required; University Degree in Business or Public Administration desirable, but it is not a requirement. Experience: 6 years of relevant experience in administration or programme support service, ideally within the UN system.Thorough experience and skills in the usage of IT, especially MS Office (MS Word, Excel, etc.); Experience in handling of web-based management systems; Successfully passed the UN clerical examination (ASAT) will be required once selected. Language Requirements: Fluency in English is required; Knowledge of other UN languages would be 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.

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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.