UN Women: Administrative Associate- Information, Systems and Telecommunications Section

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Application deadline 1 year ago: Thursday 23 Jun 2022 at 23:59 UTC

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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 Information Systems and Telecommunication (IST) Section, located in DMA (division of management and administration), is responsible for the strategic planning and development of ICT solutions and services, information security, sourcing of information systems and equipment to support business needs and for the maintenance, availability, reliability, and quality of performance of information and telecommunications systems and services globally in all UN Women offices.

Reporting to the Chief of Information Systems and Telecommunications (IST), the Administrative Associate works with and provides support to the members of the IST Team in the development and implementation of effective ICT projects and programmes consistent with UN Women rules and regulations. The Administrative Associate contributes to financial management, and project / programme implementation including providing necessary operational, administrative and programmatic support while ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality, and results-oriented approach. The Administrative Associate works in close collaboration with other teams including Finance, Budget, HR and Procurement to ensure consistent service delivery and to resolve complex administration related issues and information delivery

Duties and Responsibilities

Provide general administration and operational support to the Information Systems and Telecommunication (IST) Section

  • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial and audit matters.
  • Coordinate extensively with service units and liaise frequently with internal team members on audit recommendations and operations issues.
  • Identify office technology needs and maintenance of equipment, software and systems;
  • Schedule ICT governance meetings and maintain calendar;
  • Prepare and distribute background papers and agendas, schedule conference rooms for IST meetings.
  • Maintain core data of the office on assets, systems and contracts and apply data management guidance, tools and techniques as needed.
  • Act as leave administrator for IST personnel to record leave in ERP system and coordinate with HR office accordingly
  • Maintain calendar and review incoming correspondence and emails for the Chief of IST
  • Arrange travel, prepare travel authorizations for IST personnel as needed
  • Act as asset focal point for IST to support asset management processes required by Facilities and Administrative Services (FAS)

Provide procurement administration support

  • Provide inputs to the preparation of IST procurement plan for the office and monitor its implementation
  • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services
  • Coordinate with Procurement team for related procurement activities and requests , including preparation of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders
  • Organize procurement process for IST related requests including the preparation of Micro-Purchasing, Request for Quotations (RFQs), Invitation to Bids (ITBs), Request for Proposals (RFPs), and direct contracting in coordination with Procurement Unit
  • Prepare submissions to the Procurement Review Committee (PRC) in coordination with Procurement Unit
  • Keep track of contracts expirations and deliverables and advise IST project managers on actions to be taken on contract extensions
  • Prepare quarterly reports to monitor open purchase orders and e-requisitions
  • Create e-requisitions in Atlas

Provide budget and finance support

  • Prepare and monitor budget in ERP system and inform Chief IST of status as needed, including issues that need to be escalated
  • Prepare annual work plans in RMS, elaborate and analyze resource requirements for IST project budget submissions. Prepare monthly budget status overview
  • Monitor expenditures, compare with approved budget and prepare adjustments as necessary
  • Review outstanding POs, vouchers and receipts as part of the month-end checklist
  • Submit vendor invoices to Finance team for processing and monitor payments
  • Conducting Month-End closure for IST Section as per the guidance provided by Finance Section

Provide knowledge management support

  • Maintain the IST office’s intranet site, communities and other online files using Office365 and SharePoint platforms, seeking inputs from IST colleagues on information to be provided
  • Coordinate the preparation of IST workplan, annual reports and other reporting needs
  • Manage and update ICT policies and procedures as needed
  • Make routine updates in applications and systems managed by the IST office
  • Coordinate training and learning sessions organized by IST office as needed

Key Performance Indicators:

  • Adherence to UN Women rules and regulations;
  • Timely and quality procurement services;
  • Perform duties in a transparent and cost-effective manner;
  • Provide timely and quality advice to clients
  • Timely and quality reports

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 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 manage documents, correspondence and reports
  • Ability to extract and interpret data
  • Excellent communication, oral and written skills
  • Strong interpersonal and organizational skills

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 and certification:

  • Completion of secondary education is required;
  • Bachelor’s degree in Business or Public Administration or related fields is an asset.

Experience:

  • At least 6 years of progressively responsible experience in administrative services, general support services, procurement, and HR service;
  • Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.);
  • Experience working with Microsoft SharePoint is desirable;
  • Experience working with Enterprise Resource Planning (ERP) systems such as Atlas (Oracle Peoplesoft or Oracle Cloud ERP) is desirable.

Language Requirements:

  • 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.)

Added 1 year ago - Updated 1 year ago - Source: jobs.undp.org