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 Chief of Staff for guidance and supervision and is responsible for managing the timely and effective delivery of a whole range of administrative services ensuring compliance with organizational financial rules, regulations, policies, procedures and approved allocations.

Duties and Responsibilities

Summary of key functions: General Administration General Administration: Drafts routine correspondence to respond to enquiries regarding relevant administrative, financial audit and personnel matters. Establish and maintains standards and procedures for the efficient management of the information/documents Assemble material and provide written and oral responses to users' requests from within and outside the Organization by telephone, electronic or post mail. 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; physical pace planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). Provide administrative and operational support to the Chief of Section. Liaise with other sections on all administrative issues. Inputs material in the database and maintains regular backup files. Design and prepare outputs and disseminate result to staff; ad hoc search list for users. Provide guiding and training on administrative, clerical or secretariat related matters to other support staff in the section. Review and verify accuracy of supporting documents for payments.

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, 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). Language: Fluency in English is required. Proficiency in another UN working language is desirable. 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.