Administrative Associate

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Description

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Background:

• 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, 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 System Coordination Division develops and oversees the implementation of the strategy for UN Women’s role to “lead, coordinate and promote the accountability of the United Nations system in its work on gender equality and the empowerment of women” at global, regional and country level. There are three main areas of work, implemented by sub-units, to engage the UN system in gender mainstreaming as well as gender balance: working through the established coordination mechanisms; developing, promoting and monitoring strategies for enhanced accountability in the UN system for gender mainstreaming; promoting and monitoring gender balance within the UN system staffing. 
• The Administrative Associate is under the direct supervision of the Inter-agency Coordination Specialist.

Responsibilities:

Provide administrative support to the Division’s communications

• Manage updates and further develop internal filing and databases; generate a variety of standard and non-standard reports and documentations;
• Provide administrative support in the preparation of presentation materials using appropriate technology/software;
• Ensure the quality of outgoing documents: proofread and edit texts for adherence for format, grammar, punctuation and style;
• Respond to complex information requests and inquiries as required (e.g. answers requests requiring file search, etc.);
• Orient interns, consultants or new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required;

Provide support to the budget, procurement and human resources functions of the Division

• Monitor the Division’s expenditures in line with operating budget, allocations and objectives;
• Prepare materials, estimates and other documents to support budget review, planning and preparation;
• Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
• Review and verify accuracy of supporting documents for payments. systematic financial reports to the Director for management monitoring and/or action;
• Provide administrative support in the preparation of procurement plans for programmes/projects;
• Provide administrative support to recruitment processes, including preparation of TORs.

Provide administrative support to the planning and coordination of events organized by the Division

• Provide coordination, planning and implementation support to high-level advocacy events including International Women’s Day and other high-level inter-governmental fora as needed; 
• Provide operational and logistical support to the organizing of events and meetings such as arrangements of experts and panelists and preparation of consultant contracts, creation and maintenance of online sites hosting documents for workshops and meetings;
• Maintain updated interagency lists and liaise with Human Resources, Gender Focal Point contacts, and Inter-Agency Network on Women and Gender Equality (IANWGE) members as needed;
• Provide administrative support to the coordination of annual and inter-sessional meetings of the IANWGE; as well as service wide activities such as meetings, trainings, special projects and events;
• Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.;  
• Attend meetings, prepare minutes, and monitor follow-up activities;

Provide research and analytical support to the Division

• Compile and analyze statistical material to ensure accuracy, clarity and validity;
• Prepare trends and analysis that contribute to the Division’s reporting work on gender mainstreaming, disability inclusion, UNCT – SWAP and SWAP, as required.

Qualifications:

Education:

• Secondary education is required.
• University Degree is an advantage but not required.

Experience:

• A minimum of 6 years of administrative experience preferably in a large or international corporation or organization is required.
• Experience in the use of computers applications and software packages (MS Word, Excel, e.t.c) is required.
• Experience using web-based management systems and ERP Systems, preferably Oracle Cloud is required.
• Experience providing support in administrative process or related areas in the UN System organizations is desirable.

Language Requirements: 

• Fluency in English is required;
• Proficiency in another UN working language is desirable.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/requisitions/job/20336

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