UN Women: Administrative Associate

Location : New York, UNITED STATES OF AMERICA

Application Deadline : 15-Sep-23 (Midnight New York, USA)

Type of Contract : FTA Local

Post Level : GS-6

Languages Required : English

Duration of Initial Contract : 1 year

All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA 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 or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. 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 or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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.

A new Policy, Program and Intergovernmental Division (PPID) was created within UN Women at the end of 2019. The Division develops and implements the UN Women program of work on analysis, research, knowledge management and programming to implement the organization’s Strategic Plan, and provides advice and guidance to the intergovernmental process, the UN system, and to UN Women staff working at country and regional level on issues of gender equality and women’s empowerment.

As a part of PPID, the Leadership and Governance section works to strengthen the gender responsiveness of laws, policies, plans and budgets to enable women’s equal participation and the fulfillment of their human rights. With a staff of 22 persons (including 2 long term consultants), the section is divided into five teams working on Political Participation, Human Rights, HIV/AIDS, Access to Justice, and Governance and National Planning. The teams are engaged in policy, programming and coordination under the overall leadership of the Chief of Section.

Reporting to Chief of Leadership and Governance Section, the Administrative Associate supports the Office Operations by performing a variety of standard administrative processes 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 the Operations, Programme and projects staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.

Duties and Responsibilities

Provide general administration and operations support to the Leadership and Governance Section in compliance with UN Women rules, regulations, policies, and strategies:

•  Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent);
•  Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents;
•  Provide administrative support to conferences, workshops, retreats;
•  Provide administrative support to maintenance of premises and common services, as needed;
•  Maintain filing system ensuring safekeeping of confidential materials, as necessary.

Coordinate and organize assets management and procurement processes:

•  Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
•  Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;
•  Provide inputs to the preparation of procurement plans for the office and monitor their implementation;
•  Generate procurement related reports; research and draft responses to enquiries;
•  Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services;
•  Organize procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders;
•  Support the preparation of Purchase Orders (PO) and contracts in and outside Quantum, create vendor profiles in Quantum;
•  Review procurement processes conducted by projects; submissions to the Procurement Review Committee.

Coordinate and organize administrative Human Resources services:

•  Support the drafting of vacancy announcements for TA posts;
•  Support the preparation of SSA ToRs, review SSA applications and conduct short listing, collect required documentation, prepare for HR compliance and review;
•  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 home leave entitlements, etc.).

Provide administrative support to knowledge building and knowledge sharing:

•  Provide administrative support in the organization of trainings for projects staff on administrative related matters;
•  Compile lessons learnt and best practices in administration, procurement, and human resources for the section.

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

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

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:

•  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 logistic support service;
•  Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
•  Experience in the use of Quantum is an asset.

Languages:

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

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.)

Click here for important information for US Permanent Residents (‘Green Card’ holders).