Administrative Associate

Volunteering Admin Communications & PR

Overview

Provide efficient administrative and logistical support to the Partnership Team and Communications Team.

You have:

• Candidates with a Master’s degree are preferred.
• Minimum 1 year of working experience in providing administrative or related support is required.
• Experience working within the UN system, Agencies, Funds or Programs is preferred.
• Experience in the use of computer applications and software packages (MS Word, Excel, etc) as well as web-based management systems.
• Experience working in gender equality and women’s rights at the international level is an asset.
• Good interpersonal, networking and communication skills.
• Willingness to contribute and work as part of a team.
• Flexible and open to learning and new experiences.

Contract

This is a UNV contract. More about UNV contracts.

UN Women China Office is implementing programmes in women’s economic empowerment, ending violence against women and strengthening governance through gender responsive research, legal and policy frameworks at the national and provincial levels, as well as holding a strong partnership, communication, and advocacy portfolio. The office is currently developing Strategic Note (SN) 2021-2025, aligned to the United Nations Sustainable Development Cooperation Framework, 2021-2025, with the aim of scaling up its programmatic and partnership efforts in the country.

Reporting to the Public and Private Sector Partnership Specialist, the UN Youth Volunteer is expected to provide operations support, covering. administrative, logistic, procurement, financial transactions to the Partnership team, Communications team, and office related administrative support to ensure a smooth and effective operational implementation to achieve set deliverables.

Under the direct supervision of the Public and Private Sector Partnership Specialist, the National UN Youth Volunteer will:

1. Provide efficient administrative and logistical support to the Partnership Team and Communications Team in accordance with UN Women rules and regulations · Assist in administrative and logistical support for organizing meetings, workshops, events, etc, and taking minutes upon request. · Make travel arrangements for the Partnership team and Communication team, including travel plan, travel request and travel claims, in line with UN Women Duty Travel Policy. · Assemble briefing materials and prepare PowerPoint and other presentations. · Help to maintain calendars for the team leads upon requests;

2. Support the procurement process to implement activities for the Partnership and Communications Team in accordance with UN Women rules and regulations · Assist in procurement processes to support the timely delivery of project activities, following procurement policy and guidance; · Monitor the implementation of the contract, and follow up with the vendor on the quality delivery of expected deliverables; · Properly filing all procurement-related documentation following the internal filing structure. · Collect and verify the accuracy of the invoice and submit payment-related documentation.

3. Provide financial transactions support to the Partnership Team and Communications Team in accordance with UN Women rules and regulations · Provide support in monitoring budget and expenditure related to activities under the Partnership and Communications portfolio, and as required. · Prepare and process payment in the system (including reimbursement for team members, vendors, consultants, etc.), record internal expenditures. · Process in the ERP system (Quantum, UNALL, etc.) for relevant financial and administrative requests.

4. Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: · Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an active part in UNV activities (for instance, IVD celebration events);
· Get acquainted with and build on traditional and/or local forms of volunteerism in the host country; · Reflect on the type and quality of voluntary action that they are undertaking; · Contribute news and articles on field experiences and submit them to UNV publications/websites, newsletters, press releases, etc.; · Assist with the UNV Buddy Programme for newly arrived UNV volunteers; · Promote online volunteering and encourage individuals and organizations to use the UNV Online Volunteering Service whenever technically feasible

· Professionalism: demonstrated understanding of operations relevant to UN Women; technical capabilities or knowledge relevant or transferrable to UN Women procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; · Integrity: demonstrate the values and ethical standards of the UN and UN Women in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; · Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; · Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in the area of expertise; ability to adapt to changes in the work environment. · Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; · Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; · Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; · Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UN Women’s mission and vision, as well as to the UN Core Values.

· Candidates with a Master’s degree are preferred; · Minimum 1 year of working experience in providing administrative or related support is required; · Experience working within the UN system, Agencies, Funds or Programs is preferred; · Progressively responsible experience in providing admin support; · Experience in the use of computer applications and software packages (MS Word, Excel, etc) as well as web-based management systems; · Experience working in gender equality and women’s rights at the international level is an asset; · Good interpersonal, networking and communication skills; · Willingness to contribute and work as part of a team; · Flexible and open to learning and new experiences;

The duty station of the national UN Volunteer is located in Beijing city, where modest public infrastructure and health services are available. It is the foremost political and cultural metropolis in China. The city has excellent health services available.

In general, rent for apartments in central locations is high relative to other regions in China, but the quality is good. Beijing is well served by many shopping malls, large supermarket chains and international brands. Buses and subways are the most common forms of mass transportation. Metered taxis are widely available and domestic and regional travel by train and airplane is popular.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

The candidate can refer to https://app.unv.org/calculator for full entitlements, while the complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.

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Potential interview questions

Added 6 months ago - Updated 5 months ago - Source: unv.org