Administrative Associate

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Description

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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 UN Coordination Division leads the efforts to develop and oversee 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 the global, regional and country level.
• Reporting to the Director of the Division, the Administrative Associate provides support to the Director through the administration and execution of a variety of activities and transactions to ensure the efficient flow of information and communication to and from the office of the Director to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the Director’s easy access and use.
• This temporary appointment position will be for a duration of 6 months with a possibility of extension. 

Key Functions and Accountabilities:

Provide administration and operations support to the Director in compliance with UN Women rules, regulations, policies, and strategies:

• Assist in identifying the organizational requirements, coordinate and provide assistance in support of planning and implementation for large complex activities such as conferences, expert group meetings, workshops and studies involving extensive liaison with external stakeholders;
• Manage the Director’s calendar of activities, events and travels. Prioritize and schedule requests for meetings. Follow appropriate protocol procedures in scheduling meetings and events and ensure corporate and Division level events are included in the Director’s calendar;
• Arrange travel, hotel accommodations and other logistics for the Director;
• Collect, review and organize briefing materials for the Director’s meetings, official missions and other activities.

Support to the Division’s operations and financial services:

• Provide support in the recruitment of consultants and processing contracts and payments for consultants, vendors and other service providers;
• Review and verify accuracy of supporting documents for payments. systematic financial report to the Director for management monitoring and/or action;
• Review the Division’s operating budget to monitor expenditures for timely use as allocated and ensure compliance, completeness and accuracy of transactions according to rules, regulations, allocations and objectives. Keep the Director informed for timely intervention and/or action;
• Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
• Prepare and/or recommend budget revisions to the Director’s office budget;
• Process PO and non-PO payments;
• Perform role of approver 1 in travel module certifying travel requests and travel claims as per duty travel policy;
• Coordinate input to corporate management systems such as risk monitoring, audit and evaluation recommendations, quarterly and annual reporting, etc.

Provide support in work planning activities to Division:

• Provide budgetary and programmatic support in the preparation of workplans, budget documents, and proposals;
• Provide inputs to biannual workplans;
• Support entries of workplans in Results Management System (RMS), including annual monitoring and evaluation (M&E) requirements in RMS;
• Provide inputs to biannual workplans;
• Assure that mapping of RMS and ERP activities is accurate based on Biannual Workplan Plan’s guidance.

Coordinate and organize administrative Human Resources services:

• Perform the role of personnel validator for division;
• Assume overall responsibility for attendance and leave management monitoring;
• Provide support in personnel administration for international and national staff as appropriate (e.g. renewal of UNLPs, visas; extension of contracts, administration of national benefits and allowances; administration of home leave entitlements);
• Support in monitoring compliance with mandatory trainings for the division’s personnel;
• Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Director.

Contribute to reports, knowledge building and sharing:

• Provide administrative support for effective knowledge building and sharing within the Division and other offices/Divisions;
• Build and share knowledge and experience related to administrative and operations support; This includes preparing and maintaining brief and notes to the file to facilitate business continuity;
• Assist in preparing reports to various internal and external mechanisms, such as audit reports, and intergovernmental reports, etc. 

Recruitment Qualifications:

Education and Certification:

• Completion of secondary education is required;
• First level university degree in Business or Public Administration or related fields is an asset.

Experience:

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistics support service is required.
• Experience working with a senior manager is required.
• Experience working in the UN Common System is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in the use of a modern ERP system such as Quantum is an asset.

Languages:

• Fluency in English is required;
• Knowledge of another UN official working language is an asset.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/22921

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