Job Vacancies UN Women
Position: Administrative Assistant
Location: United States of America ( The ), New York
Closing Date: Friday, 06 July 2012
English Duration of Initial Contract: One 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.
Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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. Placing women’s rights at the center of all its efforts, UN Women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
The Administrative Assistant reports to the Chief of Staff for supervision and general direction and is responsible for performing a variety of administrative tasks to ensure the efficient and expeditious execution of operations and services in the Executive Director’s Office.
Duties and Responsibilities
Summary of key functions:
Knowledge building and sharing
Support to office maintenance and assets management
Serve as a focal point for the electronic files and data base systems ensuring timely and appropriate
recording and safekeeping of information.
Provide direct administrative assistance to the Chief of Staff.
Support workshops and other senior level meetings including arranging venue, travel and hotel reservations. Process visa, identity cards and other documents.
Maintain attendance records.
Contribute to a smooth and efficient information flow within the unit.
Prepare and process confidential information.
Provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.) as required.
Knowledge building and sharing
Provide training on travel requests and requisitions.
Train staff on the administrative procedures.
Brief/debrief staff members on issues relating to area of work.
Support to office maintenance and assets management.
Maintenance of records on assets management, preparation of reports.
Maintenance of files and records relevant to office maintenance.
Provision of support to maintenance of common premises and common services.
CORE VALUES / GUIDING PRINCIPLES:
Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity.
Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking.
Working in Teams: Acting as a team player and facilitating team work.
Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively.
Self-management and Emotional intelligence: Creating synergies through self-control.
Conflict Management / Negotiating and Resolving Disagreements.
Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of others
Create, edit and presents information in clear and presentable formats, using appropriate IT functionality
Ability to contribute to change management and business re-engineering processes
Ability to organize and complete multiple tasks by establishing priorities
Ability to handle a large volume of work possibly under time constraints
Establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipate client needs and addresses them promptly
Ability to perform variety of administrative tasks related to human resources, finance, general administration support, procurement, logistic, program support, ICT, collecting preparation of documentation and data input
Thoroughly and methodically collects, verifies and records data, demonstrating attention to details and identifying and correcting errors on own initiative; maintains databases.
Required Skills and Experience
Secondary education is required. University Degree is an advantage but not required.
A minimum of 5 years of administrative experience preferably in a large or international corporation or organization.
Experience in the use of computer applications and software packages (MS Word, Excel, etc) as well as web based management systems.
Successfully passed UN clerical examination (ASAT).
Fluency in English is required.
Proficiency in another UN working language is desirable.
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.
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment
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.
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.
UN Women 304 East 45th Street, 15th Floor New York, United States Tel: +1 212 906-6400, Fax: +1 212 906-6705
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