Administrative Associate

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.

UN Women China Office is implementing programmes in women’s economic empowerment, ending violence against women and strengthening governance through gender responsive research, legal and policy frameworks at the national and provincial levels, as well as holding a strong partnership, communication, and advocacy portfolio. The office is currently developing Strategic Note (SN) 2021-2025, aligned to the United Nations Sustainable Development Cooperation Framework, 2021-2025, with the aim of scaling up its programmatic and partnership efforts in the country.

Reporting to the Public and Private Sector Partnership Specialist, the UN Youth Volunteer is expected to provide operations support, covering. administrative, logistic, procurement, financial transactions to the Partnership team, Communications team, and office related administrative support to ensure a smooth and effective operational implementation to achieve set deliverables.

Under the direct supervision of the Public and Private Sector Partnership Specialist, the National UN Youth Volunteer will:

1. Provide efficient administrative and logistical support to the Partnership Team and Communications Team in accordance with UN Women rules and regulations
· Assist in administrative and logistical support for organizing meetings, workshops, events, etc, and taking minutes upon request.
· Make travel arrangements for the Partnership team and Communication team, including travel plan, travel request and travel claims, in line with UN Women Duty Travel Policy.
· Assemble briefing materials and prepare PowerPoint and other presentations.
· Help to maintain calendars for the team leads upon requests;

2. Support the procurement process to implement activities for the Partnership and Communications Team in accordance with UN Women rules and regulations
· Assist in procurement processes to support the timely delivery of project activities, following procurement policy and guidance;
· Monitor the implementation of the contract, and follow up with the vendor on the quality delivery of expected deliverables;
· Properly filing all procurement-related documentation following the internal filing structure.
· Collect and verify the accuracy of the invoice and submit payment-related documentation.

3. Provide financial transactions support to the Partnership Team and Communications Team in accordance with UN Women rules and regulations
· Provide support in monitoring budget and expenditure related to activities under the Partnership and Communications portfolio, and as required.
· Prepare and process payment in the system (including reimbursement for team members, vendors, consultants, etc.), record internal expenditures.
· Process in the ERP system (Quantum, UNALL, etc.) for relevant financial and administrative requests.

4. Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
· Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an active part in UNV activities (for instance, IVD celebration events);
· Get acquainted with and build on traditional and/or local forms of volunteerism in the host country;
· Reflect on the type and quality of voluntary action that they are undertaking;
· Contribute news and articles on field experiences and submit them to UNV publications/websites, newsletters, press releases, etc.;
· Assist with the UNV Buddy Programme for newly arrived UNV volunteers;
· Promote online volunteering and encourage individuals and organizations to use the UNV Online Volunteering Service whenever technically feasible