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.
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 UN System Coordination Division develops and oversees the implementation of the strategy for UN Women’s role to “lead, coordinate and promote the accountability of the United Nations system in its work on gender equality and the empowerment of women” at global, regional and country level. There are three main areas of work, implemented by sub-units, to engage the UN system in gender mainstreaming as well as gender balance: working through the established coordination mechanisms; developing, promoting and monitoring strategies for enhanced accountability in the UN system for gender mainstreaming; promoting and monitoring gender balance within the UN system staffing.
The Administrative Associate is under the direct supervision of the Inter-agency Coordination Specialist.
Responsibilities:
Provide administrative support to the Division’s communications
Manage updates and further develop internal filing and databases; generate a variety of standard and non-standard reports and documentations; Provide administrative support in the preparation of presentation materials using appropriate technology/software; 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.); Orient interns, consultants or new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;Provide support to the budget, procurement and human resources functions of the Division
Monitor the Division’s expenditures in line with operating budget, allocations and objectives; Prepare materials, estimates and other documents to support budget review, planning and preparation; 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 reports to the Director for management monitoring and/or action; Provide administrative support in the preparation of procurement plans for programmes/projects; Provide administrative support to recruitment processes, including preparation of TORs.Provide administrative support to the planning and coordination of events organized by the Division
Provide coordination, planning and implementation support to high-level advocacy events and other high-level inter-governmental fora as needed; Provide operational and logistical support to the organizing of events and meetings such as arrangements of experts and panelists and preparation of consultant contracts, creation and maintenance of online sites hosting documents for workshops and meetings; Maintain updated interagency lists and liaise with Human Resources, Gender Focal Point contacts, and Inter-Agency Network on Women and Gender Equality (IANWGE) members as needed; Provide administrative support to the coordination of annual and inter-sessional meetings of the IANWGE; as well as service wide activities such as meetings, trainings, special projects and events; Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.; Attend meetings, prepare minutes, and monitor follow-up activities;Provide research and analytical support to the Division
Compile and analyze statistical material to ensure accuracy, clarity and validity; Prepare trends and analysis that contribute to the Division’s reporting work on gender mainstreaming , disability inclusion, UNCT – SWAP and SWAP, as required.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organsaition. This will include providing backup for the Executive Associate as required.
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.
Quality presentations, communications, and reports which highlight the work of the Division Events and meetings with few to no logistical or operational issues Well managed lists and databases for easy and quick retrieval of information Timely management of office systems such as procurement, HR, and financeCompetencies :
Core Values:
Integrity; Professionalism; Respect for Diversity.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 Values and Competencies Framework:
Functional Competencies:
Ability to administer and execute administrative processes and transactions; Knowledge of web-based ERP systems; Ability to extract, interpret, analyze data and resolve operational problems; 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; Creates, edits and presents information in clear and presentable formats; Strong IT skills; Ability to organize and complete multiple tasks by establishing priorities; Ability to handle a large volume of work possibly under time constraints.Education:
Secondary education is required. University Degree is an advantage but not required.Experience:
A minimum of 6 years of administrative experience preferably in a large or international corporation or organization is required. Experience in the use of computers applications and software packages (MS Word, Excel, e.t.c) is required. Experience using web-based management systems and ERP Systems, preferably Oracle Cloud, Quantum is desirable. Experience providing support in administrative process or related areas in the UN System organizations is desirable.Language Requirements:
Fluency in English is required; Proficiency in another UN working language is desirable.Statements :
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.)
This vacancy is archived.