Administrative Associate

Contract

This is a GS-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about GS-6 contracts.

Background

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.

The United Nations Trust Fund to End Violence against Women (UN Trust Fund) was established through the UN General Assembly Resolution 50/166 in 1996 with UN Women as its Administrator on behalf of the UN system. The UN Trust Fund (UNTF) is a global multi-lateral grant making mechanism supporting national efforts to prevent and end violence against women and girls, one of the most widespread human rights violations in the world. The UN Trust Fund provides technical assistance and funding to advance the development of innovative models and strategic interventions in the area of ending violence against women and girls. To date, the UN Trust Fund has awarded US $129 million to 462 initiatives in 139 countries and territories.

Under the supervision of the Chief, the Administrative Associate is responsible for providing support to the Chief through the administration and execution of a variety of activities and transactions to ensure the efficient flow of information and communication to and from the office of the Chief to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the Chief’s easy access and use.

Duties and Responsibilities

Provide operational support to UN Trust Fund team:

• Prepare SSA contracts for Human Resources’ review; verify availability of funds and compliance with financial, human resources and procurement guidelines;
• Maintain vendor database and a SSA payment tracking system to ensure efficient payment process;
• Maintain UN Trust Fund rosters including e-rosters;
• Maintain the leave records for UN Trust Fund staff in ATLAS;
• Follow up on travel claims and payment for the UN Trust Fund staff and consultants;
• Undertake all related travel arrangements (reservations, travel authorizations, requests for visas and other related documents) for the UN Trust Fund Secretariat and external participants of section workshops;
• Prepare all required documentation and forms for staff, including but not limited to, travel requests and related procedures, requests for G-4 visas, new or renewed Laissez-Passers, and grounds passes;
• Monitor office environment needs and coordinate as necessary; monitor maintenance and equipment needs; carry out any requests for assistance, for equipment, furniture or other necessary services.

Provide administrative and logistical support to the UNTF team:

• Prepare and manage the long-term calendar of commitments/workshops/high-level meetings;
• Plan and manage the administration and logistics of events (meetings, workshops, conferences, annual retreat) including preparation of the budget and reports;
• Manage PowerPoint presentations and video-conferencing and all operational aspects at meetings initiated by the Fund Secretariat;
• Set up and maintain the section's hard copy filing system; safe keep confidential materials; and archive identified files;
• Maintain and update extensive contact lists of both internal and external partners, including database entries and e-mail group lists.

Provide administrative support to the office communications:

• Review incoming correspondence and draft routine responses on administrative and other related matters;
• Manage and respond to messages sent to the Fund’s general email, and identify matters which should be brought to the immediate attention of the UN Trust Fund Chief, or which may be appropriately referred to other staff members;
• Manage the continuous demand for appointments with and by the UN Trust Fund Chief. Liaise with callers, determine priorities, balance time available and provide feedback to callers;
• Post materials to the section's intranet web pages.

Undertake other ad hoc duties and assignments at the request of the UN Trust Fund Chief.

Key Performance Indicators:

The timely and effective administration of financial & administrative services directly impact on the optimum, appropriate and effective use of resources and efficient financial recording, accounting and reporting facilitating management oversight, decision making and quality control.

• Quality and timely management/ maintenance of the Chief’s calendar;
• Quality and timely coordination/ assemblage of briefing materials;
• Quality implementation of administrative systems;
• Timely relaying of information to the Chief.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Ability to create, edit and present 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;
• Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipate client needs and address them promptly;
• In-depth knowledge of office software applications relating to word processing, data management, presentation, and Quantum;
• Attention to detail and identifying and correcting errors on own initiative; maintain databases

Please visit this link for more information on UN Women's Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Required Skills and Experience

Education:

• Secondary education is required;
• University Degree is an advantage, but not required;
• Candidates who do not have a university degree or an accredited certification in the field of procurement will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

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) and web based management systems.

Languages:

• Fluency in English is required;
• Knowledge of the other UN official working language is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc 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.

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.

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.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)