Job Vacancies United Nations Development Programme (UNDP)
Position: UN Women: Administrative Assistant
Location: United States of America ( The )
Closing Date: Monday, 16 April 2012
English Expected Duration of Assignment : 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.
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 centre 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 Evaluation Office (EO) is an independent division directly under the Executive Director’s Office and its work is guided by the Norms and Standards of Evaluation of the United Nations Evaluation Group (UNEG). The role of the EO is to undertake independent evaluations of the work of UN Women in its different programmatic, normative and institutional areas to assess the processes and results produced by the organization, to generate evidence on the relevance, efficiency, effectiveness, sustainability and impact of the strategies and programmes on gender equality and women’s empowerment, and to inform decision making at the highest levels of the organization. It has a double role of accountability and learning. In addition, it is responsible for building evaluation capacities within the organization in order to contribute to evidence based programming, and to promote gender equality in UN system-wide evaluation. The EO is composed of a central team based in Headquarters, and a decentralized team of regional evaluation specialists posted in the regions who provide evaluation support to the field offices and to the corporate evaluation processes.
Duties and Responsibilities
The Administrative Assistant under the leadership of the Chief of Evaluation provides support to the EO team in the following tasks.
Preparation/servicing of meetings;
Maintenance of the filing system and preparation of support documents.
Perform the full range of office management and administrative support functions;
Provide direct assistance to the Chief of Evaluation;
Maintain liaison with the other divisions in UN Women bureaus regarding on-going initiatives and other administrative matters;
Monitor processes and schedules related to the section’s outputs, products, tasks, etc.
Contribute to a smooth and efficient information flow within the unit;
Prepare and processes confidential information;
Assist in the development of office administrative systems and procedures;
Support administrative processes performed by the section’s Programme Associate (e.g. bidding processes for external evaluations, leave recording, travel reservations, office supply and equipment orders, etc.); including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
Maintain files (both paper and electronic) and databases for work unit;
Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
Provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.) as required;
Update evaluation information on UN Women intranet and other relevant information platforms.
Preparation/servicing of meetings:
Provide assistance in the coordination of service-wide activities such as meetings, training, special projects and events;
Assist in preparation of the relevant expert groups meetings, conferences and evaluation workshops at HQ and in the regions;
Attend meetings, prepare minutes, and monitor follow-up activities if required;
Provide support to other staff in meetings servicing/administrative.
Maintenance of the filing system and preparation of support documents:
Assist in the update and maintenance of the section’s files and databases, physical and electronic, including keeping track of documents, updating the structure and ensuring a systematic record management;
Support the preparation of presentation materials using appropriate technology/software (power point, excel, etc);
Ensure the quality of outgoing documents: proofread and edit texts for adherence for format, grammar, punctuation and style;
Respond to complex information requests and inquiries as required (e.g. answers requests requiring file search, etc.);
Respond or draft responses to a wide range of correspondence and other communications;
Use standard word processing package to produce a wide variety of large, complex documents and reports;
Perform other duties as assigned.
Impact of result:
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 /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 other
Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of office, including data/schedule management, maintenance of protocol, information flow
Ability to maintain confidentiality and discretion
Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality
Ability to organize and complete multiple tasks by establishing priorities
Ability to handle a large volume of work possibly under time constraints
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 computers applications and software packages (MS Word, Excel, Power Point, etc) and web based management systems
Experience in using Atlas financial module
Successfully passed UN clerical examination (ASAT)
Fluency in English is required
Working knowledge in another UN working language is an asset
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.
United Nations Development Programme 304 East 45th Street New York Telephone: (212) 909-7940
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