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UN WOMEN: ADMINISTRATIVE ASSOCIATE (UN TRUST FUND)

The 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. Placing women’s rights at the center of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The UN Trust Fund in Support of Actions to Eliminate Violence against Women (“UN Trust Fund”) was established through UN General Assembly Resolution 50/166 with UN Women as its Administrator on behalf of the UN system. The UN Trust Fund is a leading global multi-lateral mechanism supporting national efforts to end one of the most widespread human rights violations in the world.

The UN Trust Fund provides technical assistance and funding to advance the development of innovative models and strategic interventions in the area of violence against women. It focuses on supporting the implementation of national laws and plans of action on violence against women, calling for greater attention to implementation of existing human rights standards; multi-sector approaches; strengthened partnerships among national governments, civil society and women’s groups; UN agencies and other key stakeholders; stronger institutional mechanisms at the national and sub national levels; and strengthened efforts for upscaling and sustainability. The current active portfolio of the UN Trust Fund is USD 61 million for 96 organizations in the 86 Countries. This is the single largest portfolio managed by UN Women. Consistent with the current responsibility and accountability Mechanism of UN Trust Fund, and the need to track for results and fulfill accountability requirements, the UN Trust Fund secretariat is structured to include regional portfolio management

Duties and Responsibilities

Under the supervision of the UN Trust Fund Chief, the Administrative Associate will be responsible for the following:

Administrative Support:

  • Review incoming correspondence and draft routine responses on administrative and other related matters.
  • Manage the continuous demand for appointments with and by the UN Trust Fund Secretariat. Liaise with callers, determine priorities, balance time available and ensure that all demands are met as appropriately and efficiently as possible, provide feedback to callers and ensure timely responses for requests for appointments.
  • Manage and respond to messages sent to the Fund’s general email, and identify matters which should be brought to the immediate attention of the UN Trust Fund Chief, or which may be appropriately referred to other staff members.
  • Prepare and manage the long-term calendar of commitments/workshops/high-level meetings.
  • Undertake all related travel arrangements (reservations, travel authorizations, requests for visas and other related documents) for the UN Trust Fund Secretariat and external participants of section workshops, ensuring that all concerned are informed of the section staff's visits and scheduled activities.
  • Plan and manage the administration and logistics of events (meetings, workshops, conferences, annual retreat) including preparation of the budget and reports.
  • Manage PowerPoint presentations and video-conferencing and all operational aspects at meetings initiated by the Fund Secretariat.
  • Set up and maintain the section's hard copy filing system; safe keep confidential materials; and archive identified files.
  • Post materials to the section's intranet web pages.
  • Maintain and update extensive contact lists of both internal and external partners, including database entries and e-mail group lists etc.
  • Monitor office environment needs and coordinate as necessary; monitor maintenance and equipment needs; carry out any requests for assistance, for equipment, furniture or other necessary services.
  • Undertake other ad hoc duties and assignments at the request of the UN Trust Fund Chief.

Human Resources:

  • Provide administrative support to the UN Trust Fund staffing requirements; prepare SSA contracts for HRC review; verify availability of funds and compliance with financial, human resources and procurement guidelines; maintenance of vendor database; etc.
  • Advise the UN Trust Fund Secretariat on human resources policies and procedures.
  • Maintain UN Trust Fund rosters including e-rosters.
  • Maintain the leave records for UN Trust Fund staff in ATLAS.
  • Develop, implement and maintain a SSA payment tracking system to ensure efficient payment process.
  • Prepare regular updates on the staffing situation for the benefit of the UN Trust Fund Chief and senior management.
  • Prepare any and all required documentation and forms for staff, including but not limited to, travel requests and related procedures, requests for G-4 visas, new or renewed Laissez-Passers, and grounds pass.
  • Follow up on travel claims and payment for the UN Trust Fund staff and consultants.

Competencies

CORE VALUES / GUIDING PRINCIPLES:
  • Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
  • Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
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
  • Learning and sharing knowledge and encourage the learning of others

Corporate Competencies:

  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Promotes the vision, mission, and strategic goals of the UN
  • Displays cultural, gender, religion, race nationality and age sensitivity and adaptability exercise good judgment in a stressful environment
  • Creativity, judgment and decision making: Demonstrated sound judgment in resolving issues/problems,
  • Ability to actively seek to improve programmes/services, offer new and different options to solve problems.
  • Communication: Excellent oral and written communication skills.
  • Teamwork: Ability to establish and maintain good working relationships in a multi-ethnic, multi-cultural and multi-disciplinary environment;
  • Ability to handle difficult/sensitive situations with a high degree of tact, diplomacy and firmness;
  • Ability to work collaboratively and operate effectively across organizational boundaries.

Functional Competencies

  • Ability to perform a variety of administrative tasks related to finance, human resources, procurement, budget.
  • Familiarity with relevant UN/UN WOMEN financial, budgetary, procurement and human resources regulations and procedures.
  • Experienced in the use of ATLAS and capable of training/advising section staff in the use of ATLAS.
  • Excellent computer skills, with good knowledge of ATLAS Finance modules and Microsoft Office applications, including computer graphics for report writing; advanced knowledge in use of spreadsheet and database packages.

Required Skills and Experience

Education:
  • Completion of secondary education;
  • First university degree in business or public administration, economics, political science or social sciences desirable but not required.

Experience:

  • 6 years of relevant experience in management/administrative/secretarial functions;
  • Excellent programme management and communications skills, including drafting ability;
  • Full knowledge of computer applications;
  • Thorough knowledge of the United Nations system structure, including established programme and administrative procedures;
  • Completion of UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

Language:

  • Excellent written and spoken English
  • Knowledge of another official UN language is an asset.

Note: 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. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.