Administrative Assistant

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 Strategic Partnerships Division (SPD) is responsible for proactively driving the strategic positioning of UN Women so that the size, sources and predictability of its resources help the organization achieve its strategic goals. Advising and supporting UN Women HQ and field offices, SPD is organized into the directorate and three functional sections: the Public Partnerships Section (PPS) -including Liaison Offices in Brussels, Copenhagen, Tokyo, and Abu Dhabi; the Private Sector Partnerships Section (PSP), and Communications & Advocacy Section. Given the scope and interrelationships of SPD functional responsibilities, the work of SPD is highly synergistic, involving constant and direct interaction and information-sharing among team members, to provide high-quality advice, services and support to UN Women as it strives to achieve resource mobilization goals set by the Strategic Plan 2022-2025, and ensure donor satisfaction in the context of an evolving range of related expectations and obligations to key donors, and necessary actions for overall strengthened donor relations. 

The Communications and Advocacy Section at UN Women Headquarters in New York supports the positioning of women’s empowerment and gender equality as key issues on the international agenda and establishes UN Women’s role as the global authority in this context. The Communications and Advocacy team’s key focus is to position UN Women as a visible thought and action leader in both development and humanitarian settings, to secure global support for its issues and to build the UN Women brand.

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 with 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.

Key Functions and Accountabilities:

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

• Manage Chief’s calendar and assist in setting up meetings, Communicating relevant information to Chief effectively
• Maintain files. Ensuring accuracy, confidentiality and easy retrieval of information.
• Facilitate trainings and guidance for the operations/projects staff, as needed;
• Identify and resolve diverse issues/problems as they arise and determines appropriate actions.
• Provide administrative support for meetings and workshops: schedule, prepare agendas and arrange logistics for all events; take meeting minutes and distribute as necessary, provide technical support;
• Provide administrative support on annual reporting and work planning processes, as needed;
• Provide support with maintaining an inventory of the promotional materials for Communications and
• Advocacy and facilitate the requests and delivery.

Provide administrative support to the implementation of Human Resources services:

• Create and upload vacancy announcements, schedule and facilitate interview panels, technical test, and other tasks, as assigned;
• Draft, compile and submit recruitment documents, provide support on supplier registration, facilitate the communication between the section, Directorate, and HR. Coordinate onboarding and offboarding activities;
• Maintain and update personnel records, keep the project manager informed on the contract dates, consultant policy and guidance;
• Monitor and communicate status updates on corporate requirements such as mandatory trainings
• Perform the duties of Leave Monitor and personnel validation.
• Provide administrative support related to Travel, Procurement and Finance.
• Coordinate travel arrangements for the team members, prepare travel request and claims in a timely manner, provide guidance and support for visa and LP requests;
• Keep informed on the policies and guidance, assist with procurement activities by preparing purchase requisitions, drafting RFQs, ITBs or RFPs documents, facilitating the communication between the section and procurement focal point and following up on delivery of goods and services;
• Provide support as needed to the section’s Operations Associate, including processing procurement and human resources invoice payments on quantum.

Recruitment Qualifications:

Education and Certification:

• Completion of secondary education required.
• Bachelor’s degree in business administration or related fields is an asset.

Experience:

• At least 5 years of progressively responsible experience in administration, procurement, HR, logistic support service or related area is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in the usage of media and communications service is desirable.
• Experience in the use of ERP systems, preferably Oracle Cloud, is desirable

Languages:         

• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/requisitions/job/19894