Administrative Assistant

New York City

Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
Location: New York City
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
Closing Date: Closed

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.

Under the supervision of the Chief of the Communications and Advocacy Section, the Administrative Assistant supports the Section’s operations by performing a variety of 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 all members of the Communications and Advocacy Section, as well as with Procurement, Finance, Travel and HR colleagues and Operations team to ensure consistent service delivery.

Provide general administrative and logistical support to the Communications and Advocacy Section in accordance with UN Women rules, regulations, policies, and strategies\:

Arrange travel, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
Maintain filing system ensuring safekeeping of confidential materials.

Provide administrative support to office and assets management\:

Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
Maintain records on assets management and prepare required reports;
Maintain files and records relevant to office premises and related maintenance;
Perform Buyer role in Atlas and prepare Purchase Orders;
Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Assist with handling the financial checklist; liaise with Finance for accurate documentation;
Reconcile the backlog of outstanding Travel Expense Reports and F.10 forms.

Provide administrative support to the implementation of Human Resources services\:

Create and upload vacancy announcements, compile matrixes, organize interview panels, and other tasks, as assigned;
Maintain staffing lists and reports, as required;
Perform the duties of Leave Monitor.

Provide administrative support to knowledge building and knowledge sharing as well as media and communications\:

Facilitate trainings and guidance for the operations/projects staff, as needed;
Facilitate the distribution of knowledge and creation of media outlets and journalists databases in Cision (Vocus);
Measure and assess the quantity and quality of media coverage;
Monitor media and social media coverage through different vehicles including custom scoops, mentions, and hootsuite;
Distribute Press Releases through various distribution channels, including, CSR Wire, PR Newswires, and Vocus distribution.

Provide Project Management support\:

Inform and guide project managers of budget execution and delivery rates on a continuous basis.

Maintain UN/ UN Women Contact Lists and provide distribution Support\:

Maintain updates and further develop internal Communications contacts databases, including several mailing lists for distribution purposes;
Ensure that key UN Women publications, information and advocacy materials are on display in the HQ Offices;
Support compiling and delivery of materials, as needed;
Respond to queries for UN Women publications, information and advocacy materials;
Assess the stock of publications and promotional materials for Communications and Advocacy.

Provide administrative support in the preparation and Servicing of Meetings and Events\:

Provide assistance in the coordination of activities such as meetings, training, conference calls and events, including booking of conference rooms, collecting materials, and coordinating technical services with the ICT Support team;
Assist in preparation of meetings, conferences and workshops at HQ and abroad, including logistical arrangements, such venue booking, travel for guests etc, and preparation of consultant contracts if required.

Provide support with procurement\:

Coordinate procurement in preparation of the Annual Report 2017-2018;
Prepare packages for Procurement Review Committee including media monitoring contract with Cision / (Vocus).

Provide any other administrative support as requested by supervisor.

Provide general administrative and logistical support to the Communications and Advocacy Section in accordance with UN Women rules, regulations, policies, and strategies\:

Arrange travel, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
Maintain filing system ensuring safekeeping of confidential materials.

Provide administrative support to office and assets management\:

Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
Maintain records on assets management and prepare required reports;
Maintain files and records relevant to office premises and related maintenance;
Perform Buyer role in Atlas and prepare Purchase Orders;
Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Assist with handling the financial checklist; liaise with Finance for accurate documentation;
Reconcile the backlog of outstanding Travel Expense Reports and F.10 forms.

Provide administrative support to the implementation of Human Resources services\:

Create and upload vacancy announcements, compile matrixes, organize interview panels, and other tasks, as assigned;
Maintain staffing lists and reports, as required;
Perform the duties of Leave Monitor.

Provide administrative support to knowledge building and knowledge sharing as well as media and communications\:

Facilitate trainings and guidance for the operations/projects staff, as needed;
Facilitate the distribution of knowledge and creation of media outlets and journalists databases in Cision (Vocus);
Measure and assess the quantity and quality of media coverage;
Monitor media and social media coverage through different vehicles including custom scoops, mentions, and hootsuite;
Distribute Press Releases through various distribution channels, including, CSR Wire, PR Newswires, and Vocus distribution.

Provide Project Management support\:

Inform and guide project managers of budget execution and delivery rates on a continuous basis.

Maintain UN/ UN Women Contact Lists and provide distribution Support\:

Maintain updates and further develop internal Communications contacts databases, including several mailing lists for distribution purposes;
Ensure that key UN Women publications, information and advocacy materials are on display in the HQ Offices;
Support compiling and delivery of materials, as needed;
Respond to queries for UN Women publications, information and advocacy materials;
Assess the stock of publications and promotional materials for Communications and Advocacy.

Provide administrative support in the preparation and Servicing of Meetings and Events\:

Provide assistance in the coordination of activities such as meetings, training, conference calls and events, including booking of conference rooms, collecting materials, and coordinating technical services with the ICT Support team;
Assist in preparation of meetings, conferences and workshops at HQ and abroad, including logistical arrangements, such venue booking, travel for guests etc, and preparation of consultant contracts if required.

Provide support with procurement\:

Coordinate procurement in preparation of the Annual Report 2017-2018;
Prepare packages for Procurement Review Committee including media monitoring contract with Cision / (Vocus).

Provide any other administrative support as requested by supervisor.

Adherence to UN Women rules and regulations;
Quality support to conferences and events;
Quality organization of files and reports;
Timely support to team.

Adherence to UN Women rules and regulations;
Quality support to conferences and events;
Quality organization of files and reports;
Timely support to team.

Core Values\:

Respect for Diversity;
Integrity;
Professionalism.

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\: https\://www.unwomen.org/-/media/headquarters/attachments/sections/about us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Functional Competencies\:

Ability to administer administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Good IT and web based management skills.

Core Values\:

Respect for Diversity;
Integrity;
Professionalism.

Core Competencies\:

Awareness and Sensitivity Regarding Gender Issues;
Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.

Functional Competencies\:

Ability to administer administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Good IT and web based management skills.

Education\:

Completion of secondary education is required;
Bachelor’s degree in Business Administration or related fields is an asset;
Candidates who do not have a university degree or an accredited certification in the technical field will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

Experience\:

At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in the usage of media and communications service, such as Vocus-Cision an asset.

Languages\:

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.

Education\:

Completion of secondary education is required;
Bachelor’s degree in Business Administration or related fields is an asset;
Candidates who do not have a university degree or an accredited certification in the technical field will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

Experience\:

At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in the usage of media and communications service, such as Vocus-Cision an asset.

Languages\: