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Administrative Assistant

New York City

Background

The European Union and the United Nations are establishing a new Initiative aimed at addressing all forms of violence against women and girls which will follow a transformative and evidence-based approach, addressing unequal power relations between men and women and focusing on gender equality and women’s empowerment. To manage this initiative, the European Union and the United Nations are establishing a Multi-Partner Trust Fund (MPTF) with a dedicated Fund Secretariat composed a Management Unit and a Technical Unit. 
Under the guidance and supervision of the Senior Fund Manager, the Administrative Assistant provides support to the Management Unit operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Executive Office of the Secretary General and the Multi-Partner Trust Fund Office and other UN agencies staff to exchange information and ensure consistent service delivery.
 

Duties and Responsibilities

Summary of Key Functions
  • Implementation of operational strategies
  • Support to effective and efficient functioning of the Management Unit
  • Support to administrative and logistical services
  • Support to office maintenance and assets management
  • Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the following results
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Preparation of administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Preparation of administrative results-oriented work plans.
Ensures effective and efficient functioning of the Management Unit, Governing Body and the Operational Steering Committee
  • Manages contacts database and mailing lists
  • Archives Governing Body and the Operational Steering Committee decisions and communications
  • Keeps track and Manages of all Regional, Country and Joint Programmes related information and relevant files in a single share drive or online tools available to all members of the Governing Body and the Operational Steering Committee
  • Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
  • Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings of the Governing Body and the Operational Steering Committee, regular coordination meetings and missions
Ensures effective administrative and logistical support, focusing on achievement of the following results
  • Performance of a Buyer role in Atlas and preparation of POs for travel activities.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of PO’s.
  • Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
  • Administrative support to conferences, workshops, retreats.
  • Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
  • Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.  
  • Maintenance of the filing system ensuring safekeeping of confidential materials.
  • Extraction of data from various sources.
  • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
  • Assistance in the preparation of budget, provision of information for audit.
Provides support to office maintenance and assets management, focusing on achievement of the following results
  • Maintenance of records on assets management, preparation of reports.
  • Maintenance of files and records relevant to office maintenance
  • Provision of support to maintenance of common premises and common services
Impact of Results
  • The key results have an impact on the efficiency of the Management Unit. Accurate presentation of information strengthens the capacity of the Fund and promotes the image of the UN as an effective contributor to end violence against Women and Girls.
 

Competencies

CORE Competencies
  • Demonstrating/safeguarding ethics and integrity  
  • Demonstrate corporate knowledge and sound judgment 
  • Self-development, initiative-taking 
  • Acting as a team player and facilitating team work 
  • Facilitating and encouraging open communication in the team, communicating effectively 
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making
FUNCTIONAL Competencies
 
Building Strategic Partnerships : Level 1.1: Maintaining information and databases
  • Analyses general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing: Level 1.1: Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise: Level 1.1 Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development: Level 1.1 Presentation of information on best practices in organizational change
  • Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems; Level 1.1: Data gathering and implementation of management systems
  • Uses information/databases/other management systems
  • systems
Client Orientation: Level 1.1:  Maintains effective client relationships
 
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly
Promoting Accountability and Results-Based Management: Level 1.1:  Gathering and disseminating information 
  • Gathers and disseminates information on best practice in accountability and results-based management systems
 

Required Skills and Experience

Education
  • Completed Secondary Education is required. 
  • Bachelor’s Degree or certificate in Public or Business Administration or equivalent is an asset, but it is not a requirement. 
Experience
  • Minimum 5 years’ experience in administration or programme support services, and working with ERP systems
  • Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems. 
Language Requirements
  • Fluency in both written and spoken English. Knowledge of another UN language is an asset. 
 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment. 

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.

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). External applicants to General Service (GS) positions in New York who already possess a Bachelor’s degree or an accredited certification in a technical field (e.g. IT, Finance, or Procurement) will not need to obtain/pass the UN Administrative Support Assessment Test (ASAT). However, passing specialized tests (e.g. Finance and Accounting technical assessments) may still be required for some General Service (GS) positions, as specified in the vacancy announcement.

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.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: New York City
  • Grade: GS-5, General Service - Administrative support
  • Occupational Groups:
    • Management, Administration and Finance
  • Closing Date: 2017-10-03

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