UN Women: 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 UN Coordination Division leads the efforts to develop and oversee the implementation of the strategy for UN Women’s role to “lead, coordinate and promote the accountability of the United Nations system in its work on gender equality and the empowerment of women” at the global, regional and country level.

Reporting to the Director of the Division, the Administrative Associate provides support to the Director 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 Director to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the Director’s easy access and use.

Duties and Responsibilities

Provide administration and operations support to the Director in compliance with UN Women rules, regulations, policies, and strategies:

• Assist in identifying the organizational requirements, coordinate and provide assistance in support of planning and implementation for large complex activities such as conferences, expert group meetings, workshops and studies involving extensive liaison with external stakeholders;
• Manage the Director’s calendar of activities, events and travels. Prioritize and schedule requests for meetings. Follow appropriate protocol procedures in scheduling meetings and events and ensure corporate and Division level events are included in the Director’s calendar;
• Arrange travel, hotel accommodations and other logistics for the Director;
• Collect, review and organize briefing materials for the Director’s meetings, official missions and other activities.

Support to the Division’s operations and financial services:

• Provide support in the recruitment of consultants and processing contracts and payments for consultants, vendors and other service providers;
• Review and verify accuracy of supporting documents for payments. Submit systematic financial report to the Director for management monitoring and/or action;
• Review the Division’s operating budget to monitor expenditures for timely use as allocated and ensure compliance, completeness and accuracy of transactions according to rules, regulations, allocations and objectives. Keep the Director informed for timely intervention and/or action;
• Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
• Prepare and/or recommend budget revisions to the Director’s office budget;
• Process PO and non-PO payments;
• Perform role of approver 1 in travel module certifying travel requests and travel claims as per duty travel policy;
• Coordinate input to corporate management systems such as risk monitoring, audit and evaluation recommendations, quarterly and annual reporting, etc.

Provide support in work planning activities to Division:

• Provide budgetary and programmatic support in the preparation of workplans, budget documents, and proposals;
• Provide inputs to biannual workplans;
• Support entries of workplans in Results Management System (RMS), including annual monitoring and evaluation (M&E) requirements in RMS;
• Provide inputs to biannual workplans;
• Assure that mapping of RMS and ERP activities is accurate based on Biannual Workplan Plan’s guidance.

Coordinate and organize administrative Human Resources services:

• Perform the role of personnel validator for division;
• Assume overall responsibility for attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
• Support in monitoring compliance with mandatory trainings for the division’s personnel;
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Director.

Contribute to reports, knowledge building and sharing:

• Provide administrative support for effective knowledge building and sharing within the Division and other offices/Divisions;
• Build and share knowledge and experience related to administrative and operations support; This includes preparing and maintaining brief and notes to the file to facilitate business continuity;
• Assist in preparing reports to various internal and external mechanisms, such as audit reports, and intergovernmental reports, etc.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

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

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

FUNCTIONAL COMPETENCIES:

• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong knowledge of administrative rules and regulations;
• Strong IT and web-based management skills;
• Ability to extract and interpret data

Required Skills and Experience

Education and Certification:

• Completion of secondary education is required;
• First level university degree in Business or Public Administration or related fields is an asset.

Experience:

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistics support service is required;
• Experience working with a senior manager is required;
• Experience working in the UN Common System is required;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience in the use of a modern ERP system such as Oracle is an asset.

Languages:

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

Note: GS fixed-term appointment (FTA) 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.

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.

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.

Diversity and inclusion:

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.)

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