UN Women: Administrative Assistant

Location : New York, UNITED STATES OF AMERICA

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

Type of Contract : FTA Local

Post Level : GS-5

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.

The Intergovernmental Support Section in PPID is responsible for leading UN-Women’s strategic engagement with, and support for intergovernmental bodies and processes towards ensuring that a comprehensive and dynamic set of global norms, policies and standards on gender equality, the human rights and the empowerment of all women and girls is strengthened and implemented. It manages and coordinates the Entity’s substantive engagement with intergovernmental bodies on gender equality and the empowerment of all women and girls and drives the process of integration of normative frameworks into UN Women’s operational and UN system coordination functions.

Under the guidance and supervision of the Chief of the Intergovernmental Support Section, the Administrative Assistant works with and provides support to the Intergovernmental Support Team in New York and the Human Rights and Development team in Geneva by performing a variety of standard administrative processes ensuring high quality and accuracy of work and service delivery, consistent with UN Women rules and regulations. The Administrative Assistant provides programme, administrative, and logistical assistance to the team for the smooth programme implementation.

Duties and Responsibilities

Provide administrative and logistical support to the Intergovernmental Support team and Human Rights and Development team in Geneva:

•  Provide administrative support in the preparation of programme work plans, and proposals on programme implementation arrangements;
•  Identify sources, and gather and compile data and information for the preparation of reports, guidelines, speeches and position papers, in collaboration with the Intergovernmental Support and the Human Rights and Development team in Geneva;
•  Undertake all logistical, administrative arrangements for organization for meetings, workshops, events, and missions;
•  Draft standard correspondence;
•  Draft minutes in meetings, as delegated;
•  Assemble briefing materials and prepare power-point and other presentations, in collaboration with the IGS team;
•  Maintain and organize up-to-date electronic files for easy access and retrieval;
•  Maintain mailing lists;
•  Backstop Finance Assistant.

Support implementation of HR Services:

•  Support implementation of HR services with full compliance with HR rules, regulations, policies and strategies;
•  Assist in HR services such as vacancy announcement, compilations of matrixes, and related HR services.

Provide administrative support to SG reports and other mandated documents:

•  Organize, compile, and process documentation and information from UN resolutions and SG reports as inputs to various databases and/or documents.

Facilitation of knowledge building and knowledge sharing:

•  Provide the necessary administrative support for effective knowledge management and sharing within the Unit;
•  Provide administrative support to the organization of training for the team on programme and operations related issues.

Key Performance Indicators:

•  Timely and accurate administrative and logistical support to events, workshops, and missions
•  Full compliance of administrative activities with UN Women rules, regulations, policies and procedures
•  Timely and accurate tracking of data for IGS
•  Quality maintenance of internal systems, reports and electronic files
•  Quality and timely support to IGS and Human Rights and Development team in Geneva team

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:

•  Knowledge of programme management
•  Ability to create, edit and present information in clear and presentable formats
•  Ability to manage data, documents, correspondence and reports information and workflow
•  Good financial and budgeting skills
•  Ability to handle web-based management systems
•  Strong IT skills
•  Attention to detail
•  Excellent knowledge of office software packages

Required Skills and Experience

Education and certification:

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

Experience:

•  At least 5 years of progressively responsible experience in administrative or programme management/support;
•  Experience in working in a computer environment using multiple office software packages;
•  Experience in the use of ERP system is an asset;
•  Experience in supporting a team is an asset.

Language Requirements:

•  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).