Job Vacancies UN Women
Position: Administrative Associate
Location: United States of America ( The ), New York
Closing Date: Friday, 25 May 2012
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 Associate reports to the Chief, Economic Empowerment Section for general guidance and supervision and is responsible for providing a variety of administrative support, including information collection and dissemination and in managing the efficient flow of information and communication to ensure expeditious dissemination of information and timely action.
Duties and Responsibilities
Information Management and Dissemination
Establish and maintains standards and procedures for the efficient management of the information/documents
Acquire UN and non-UN material on women and gender related issues.
Perform on-line searches on thesaurus-aided databases, Internet, ODS, and other electronic programs.
Assemble material and provide written and oral responses to users’ requests from within and outside the Organization by telephone, electronic or post mail.
Responsible for receiving and responding to communications received through the Division’s e-mail address.
Disseminate information on newly-acquired material to staff.
Administrative and Operational Support
Provide administrative and operational support to the Chief of Section
Liaise with other sections on all administrative issues.
Inputs material in the database and maintains regular backup files.
Design and prepare outputs and disseminate result to staff; ad hoc search list for users.
Draft appropriate correspondence.
Provide guiding and training on administrative, clerical or secretariat related matters to other support staff in the section.
Review the Section’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 Chief informed for timely intervention and/or action
Maintain internal expenditures control system to ensure vouchers processed are matched and completed
Review and verify accuracy of supporting documents for payments. Submit systematic financial report to the Chief for management monitoring and/or action and make recommendations for budget revisions
Impact of Results:
The efficient and prompt delivery of services impact on a whole range services and operations in the unit and result in meeting client (internal / external) needs and satisfaction.
Core Values and 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
Self-management and Emotional intelligence: Creating synergies through self-control
Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of others
Successfully perform a broad range of specialized activities aimed at effective and efficient functioning of the section, including data/schedule management, maintenance of protocol, information flow.
Maintain confidentiality and discretion.
Create, edit and present information in clear and presentable formats, using appropriate IT functionality.
Organize and complete multiple tasks by establishing priorities.
Handle a large volume of work possibly under time constraints.
Work under pressure / calm attitude and with minimal supervision.
Excellent clerical and administrative skills.
Good reading and verbal skills.
Required Skills and Experience
High school degree is required.
Minimum of 6 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).
Knowledge of Atlas system and IPSAS will be an asset.
Fluency in written and spoken English is required.
Knowledge of French and Spanish is desirable.
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.
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.
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.
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