UN WOMEN: ADMINISTRATIVE ASSOCIATE

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 Associate reports to the Deputy Executive Director/Assistant Secretary General for Policy and Programmes, UN Women for general guidance and supervision and is responsible for providing a variety of executive administrative support to the ASG and, in close coordination with the Special Assistant to the ASG, in managing the efficient flow of information and communication to ensure expeditious dissemination of information and timely action.

Duties and Responsibilities

Research and reference support; Meeting services; Administrative Support. Research and reference support: Prepare briefing notes for the ASG; Research statistical data and prepares reports for the ASG, senior officials, the Steering Committee as requested including several working groups on the gender issues. Provide support on statistics and data analysis; Respond and/or direct inquiries to the appropriate UN Women Unit for timely action and/or response; Collect, review and organize briefing materials for the ASG for appointments, meetings, official missions and other critical and key events; Coordinate dissemination of information from the ASG Office. Meeting services: Schedule and assist the ASG in the preparation and organizational arrangements of meetings as required; Prepare agenda, ensure that documentation is in a timely fashion distributed, assist at meetings, take notes and draft minutes; Provide a communication link between the supervisor and offices throughout UN Women by conveying, in a timely and accurate manner, GA reports and resolutions, reports of the Steering Committee and directives on gender issues that affect women in all aspects of their work; Liaise and disseminate information on UN Women Policies and Programmes. Administrative support: Work very closely with the Special Assistant and the Administrative Assistant to ensure the smooth running of the ASG Office on all issues related to administrative and operational issues; Serve as the first point of contact for external and internal stakeholders for the Deputy Executive Director’s daily phone calls and correspondence. Review incoming correspondence; draft routine responses; arrange appointments and meetings, and electronic filing of documents. Independently, draft substantive correspondence on administrative and other matters of specific nature ensuring follow-up tasks is undertaken; Undertake all related travel arrangements (reservations, travel authorizations, requests for visas and other related documents) for the Bureau and external participants of events, ensuring that all concerned are informed of the section staff's visits and scheduled activities Impact of Results: The efficient and prompt delivery of services impact on a whole range services and operations in the unit and result in meeting client (internal / external) needs and satisfaction.

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: Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the ASG’s office, including data/schedule management, maintenance of protocol, information flow; Ability to maintain confidentiality and discretion; Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems; Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality; 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 multi-task and work under pressure in a dynamic environment; Strong editing and drafting skills; Excellent communication skills in written and spoken English.

Required Skills and Experience

Education: Secondary education is required. University Degree is an advantage but not required. Experience: At least six years of progressively responsible experience in management/administrative/secretarial; Excellent administrative management and communications skills, including drafting ability, and knowledge of UN protocol; Full knowledge of computer applications. Experience in handling of web-based management systems (ATLAS). Language Requirements: Fluency in English is required; Proficiency in another UN working language is desirable.

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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.