UN Women: Administrative Associate
New York City (United States of America)
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.
The mandate and functions of UN Women call for the promotion of organizational and UN system accountability on gender equality through evaluation, strengthening evaluation capacities and learning from evaluation, and developing systems to measure the results and impact of UN Women with its enhanced role at country, regional and global levels. The purpose and role of evaluation in UN Women is to enhance accountability, inform decision-making and contribute to learning on the best ways to achieve women’s empowerment and gender equality through operational and normative work.
The Independent Evaluation Office (EO) of UN Women serves as the custodian of the evaluation function in line with United Nations Evaluation Group (UNEG) Norms and Standards. The Evaluation Office deploys quantitative and qualitative approaches to evaluate transformative changes in gender equality and human rights and UN Women’s contribution therein. It undertakes corporate evaluations and promotes their use at decision making levels; supports decentralized evaluations for improved programming and evidence generation on what works for gender equality; supports evaluation capacity development within the organization and of regional and country partners, and promotes coordination with the UN system on joint evaluation of gender equality and the inclusion of gender in system wide evaluation. In addition, in the framework of the UN Women regional and country level work, decentralized evaluation function and capacity is strengthened and supported by regional level evaluation specialists based in regional offices.
Under the direct supervision of the Deputy Director of the Independent Evaluation Office, the Administrative Associate provides the overall administrative support and carries out varied and inter-related operational, financial and procurement activities ensuring high quality and accuracy of work.
The Administrative Associate works in close collaboration with all the staff in the IEO (Headquarters and Field Offices), Regional Offices and HQ Units to exchange information and ensure consistent service delivery.
Duties and Responsibilities
Summary of Key Functions:
- Administration and implementation of operational support services;
- Budgetary and financial administration support;
- Human Resources Management services support;
- Procurement and Logistical services support;
- Facilitation of knowledge building and knowledge sharing.
Administration and implementation of operational support services:
- In collaboration with the IEO Team, review the quality and timeliness of services provided by reference to corporate standards and by reference to standards/indicators established within the Office;
- Carry out business processes mapping and establishment of internal standard operating procedures in Finance, Human Resources Management, Procurement, Logistical, and ICT services;
- Support Office compliance of operations with UN/UN Women rules, regulations and policies, implementation of corporate operational strategies, establishment of management targets and monitoring of achievement of results;
- Under the oversight of the supervisor and in collaboration with the IEO team develop an annual Work-plan for the Operational Activities;
- Participate in Operational meetings and trainings for effectiveness, efficiency, coherence and impact of UN operational activities for the IEO.
Budgetary and financial administration support:
- Ensure full compliance with UN Women rules and regulations of financial processes, and implementation of the effective internal control framework;
- Support Office Management in the budgetary planning and monitoring;
- Ensure all financial transactions are identified, recorded and verified in compliance with IPSAS as outlined in the corporate policies and procedures;
- Complete in timely manner Month end and Year end certifications, ensuring that the IEO complies with corporate accountability requirements;
- Review and verify accuracy and relevancy of the supporting documents for payments and financial reports;
- Monitor financial exception reports for unusual activities, transactions and ensure investigation of anomalies or unusual transactions;
- Maintain up to date and accurate data in Atlas and take timely corrective actions on erroneous data;
- Ensure that all supporting documents on financial transactions are secured and properly filed;
- Provide support to financial monitoring and reporting for programme cooperation agreements with implementing partners;
- Facilitate generation of various reports to support timely decision making and provide advice on overall status of programme and projects to ensure timely follow up.
Human Resources Management services support:
- Support Office Management to ensure full compliance with corporate human resources policies and strategies.
- Facilitate recruitment processes in accordance with UN women rules and regulations.
- Support contract management including appropriate use of different contractual modalities.
- Help ensure proper administration of staff benefits and entitlements and ensure staff is advised on request on entitlements.
- Support the Office Management in the maintenance and implementation of the proper performance management and learning strategy for the office.
Procurement and Logistical services support:
- Ensure full compliance of procurement activities with UN/UN Women rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
- Prepare procurement plans for the office and support their implementation monitoring;
- Review of procurement processes including submissions of RFPs, Contracts, and Assets in line with UN Women Guidelines and Regulations;
- Ensure proper management of UN Women assets, facilities and logistical services;
- Identify and promote different systems and applications for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management systems etc.
Facilitation of knowledge building and knowledge sharing:
- Contribute to knowledge building and sharing with regards to management and operations within the Office;
- Organize trainings for the IEO staff on Operations related issues;
- Synthesis of lessons learnt/best practices and sound contributions to relevant knowledge networks and communities of practices;
- Sound contributions to knowledge networks and communities of practice.
Impact of Results:
The key results have an impact on the overall effectiveness, efficiency and accuracy of the Independent Evaluation Office implementation of the use of corporate resources, operational and administrative functions.
- Respect for Diversity;
- Awareness and Sensitivity Regarding Gender Issues;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
- Good knowledge of administrative and financial rules and regulations;
- Ability to administer and execute administrative processes and transactions;
- Ability to extract, interpret, analyze data and resolve operational problems;
- Ability to manage business processes re-engineering, and implementation of new systems;
- Ability to develop, monitor and reconcile budgets;
- Ability to perform work of confidential nature and handle a large volume of work;
- Ability to support a team and team building skills, and coach and guide more junior staff.
- Strong IT skills;
- Ability to priorities work and to multi-task;
- Focuses on result for the client and responds positively to feedback;
- Ability to handle web-based management systems;
- Excellent knowledge of office software packages.
Required Skills and Experience
- Secondary Education;
- University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement;
- Completion of Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test before taking up assignment, is required where Bachelor degree is not achieved.
- 7 years of progressively responsible experience in administration, finance, procurement, human resources and programme support at the national or international level.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Fluency in English is required.
Notes:GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in New York 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.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, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.