UN Women: Administrative Assistant
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 Policy Division develops and implements the UN Women program of work on analysis, research and knowledge management that provides the evidence base for the advice and guidance UN Women provides to the intergovernmental process, the UN system, and to UN Women staff working at country and regional level on issues of gender equality and women’s empowerment. It identifies emerging issues and trends, develops and proposes new strategies for achieving agreed goals through innovative approaches and knowledge exchange about what works in practice. It also designs and oversees the training and capacity development programs of UN Women, working closely with the UN Women training facility in Santo Domingo.
Under the supervision of the Chief of Section, Leadership and Governance, the incumbent is responsible for the provision of secretarial, administrative and clerical support services to the supervisor, as well as provide support to the five teams within the Section, including Political Participation, Human Rights, HIV/AIDS, Access to Justice, and Governance and National Planning.
Duties and Responsibilities
Provide administrative support to the Leadership and Governance Section:
- Arrange travel and hotel reservations; liaise with Ultramar;
- Prepare travel authorizations and input them in ATLAS, process F-10s;
- Process requests for visas, identity cards, and other documents;
- Create requisitions and liaise with Procurement and Finance for issuance of Purchase Orders (POs);
- Prepare quarterly leave and mission plans for the Section; monitor leave and staff absences in ATLAS;
- Process new staff check-in with ICT and Facilities; request ground passes for new staff and consultants;
- Request Office Supplies for the Section;
- Perform other administrative tasks as requested by supervisor.
Provide administrative and logistical support to the Leadership and Governance Section’s meetings:
- Book conference rooms, set up conference room logistics such as catering and facilitating building access for meeting participants;
- Provide necessary administrative and logistical support for the Section’s preparations of the Commission on the Status of Women (CSW), including the administrative processes related to the Confidential Communications Procedure;
- Provide administrative and logistical support to Expert Group Meetings, including arranging travel, finalizing memoranda, list of participants and other matters, and finalizing and sending letters of invitation and other documents;
- Provide administrative and logistical support to panels, including finalizing and sending invitation letters to panelists and arranging travel.
- Perform other administrative tasks as requested by supervisor.
Provide information and documentation support:
- Assist in the preparation of presentation materials using appropriate technology/software;
- Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.;
- Manage updates and further develop internal filing and databases; generate a variety of standard and non-standard reports and documentations;
- Maintain accurate and up to date filing systems;
- Proofread and edit texts for adherence for format, grammar, punctuation and style;
- Respond or draft responses to a wide range of correspondence, inquiries, and other communications.
Key Performance Indicators:
- Timely and quality administrative support to the organization of meetings;
- Timely travel arrangements and processing of corresponding paperwork;
- Quality inputs to the preparation of reports and other documents;
- Quality organization of files and databases.
- 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
- Ability to administer and execute administrative processes and transactions;
- Ability to extract, interpret, analyze data and resolve operational problems;
- Ability to perform work of confidential nature and handle a large volume of work;
- Ability to support a team and team building skills;
- Good knowledge of administrative rules and regulations;
- Strong IT skills;
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure;
- Demonstrates openness to change and ability to manage complexities.
Required Skills and Experience
- Completion of secondary education is required;
- Bachelor’s degree is an asset.
- 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, etc) and web-based management systems.
- Fluency in English is required;
- Knowledge of the other UN official working language is an asset.
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.