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 Peace, Security and Humanitarian Action Section leads UN Women’s work to fulfill its mandate in the area of peace, security and humanitarian action, as well as UN system efforts towards improved implementation, and monitoring and reporting of global commitments on women and peace and security, including as set out in the Beijing Platform for Action and in Security Council resolutions 1325 (2000), 1820 (2008), 1888 (2009), 1889 (2009), 1960 (2010), 2106 (2013), 2122 (2013), 2242 (2015), 2467 (2019) and 2493 (2019); relevant Statements by the President of the Security Council, and related accountability frameworks established by the UN system.
Under the supervision of the Operations Analyst (P2) and in close coordination with the rest of the Peace and Security team, the Administrative Assistant supports the section by 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 will support the Operations Analyst to ensure smooth execution of the section’s programmes and assist the Chief and Deputy Chief with coordination of the team.
The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.
Duties and Responsibilities
Provide general administrative and logistical support to the section in accordance with UN Women rules, regulations, policies, and strategies:
- Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments.
- Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, security clearance, identity cards and other documents, collect information for DSA, as required.
- Provide logistical and administrative support to the preparation of conferences, workshops, retreats including booking of conference rooms, catering services, collecting materials, and coordinating technical services with the ICT Support team;
- Provide administrative support to property management;
- Maintain filing system ensuring safekeeping of confidential materials.
Provide administrative support to office 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.
Provide administrative support to the implementation of the section’s projects:
- Upload in DAMS signed donor agreements for approval.
- Maintain filing system of project files.
- Process payments for consultants for both HQ and off-site.
- Assist with month end checklist by reviewing outstanding POs, vouchers and receipts.
- Reconcile the backlog of outstanding Travel Expense Reports and F.10 forms.
Provide administrative support to the implementation of Human Resources services:
- Upload vacancy announcement, 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
- Facilitate trainings for the operations/projects staff on administration.
Key Performance Indicators:
- Adherence to UN Women rules and regulations;
- Quality support to conferences and events;
- Quality organization of files and reports;
- Timely support to team.
- 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 Values and Competencies Framework: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637
- 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.
Required Skills and Experience
- Completion of secondary education is required.
- Bachelor’s degree in Business Administration or related fields is an asset.
- 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 use of ATLAS is an asset.
- Fluency in English is required.
- Knowledge of the other UN official working language is an asset.
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. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
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.