Administrative Associate

The Peace, Security and Resilience Section of the Policy, Programme and Intergovernmental Division supports UN Women to fulfil its coordination mandate in the area of peace and security and disaster risk reduction, UN system efforts to promote 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 on Women, Peace and Security, on peacebuilding and sustaining peace, relevant Statements by the President of the Security Council, as well as related accountability frameworks established by the UN system. Reporting to the Operations Analyst, the Administrative Associate supports the office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects teams to ensure consistent service delivery and to resolve complex administration related issues and information delivery. Scope of Work 1. Provide general administration and operations support to the Peace and Security Section in compliance with UN Women rules, regulations, policies, and procedures: • Prepare work plan for administrative team; • Coordinate and serve as the leave monitor for the team, ensuring timely submission, tracking, and compliance with organizational leave policies. • Coordinate and supervise travel arrangements; • Coordinate and facilitate the organization of conferences, workshops, and retreats; • Over Organize and manage procurement activities and processes, including preparation and conduct of Request for Quotations, Invitations to Bid or Requests for Proposals, the opening and evaluation of tenders; • see protocol matters, registration of staff, coordination with local authorities on space and other administrative matters; 2. Coordinate and manage the Chief of Peace and Security calendar: • Ensure effective scheduling, prioritization of meetings, and timely coordination of appointments.; • Organize weekly meetings to review priorities and ensure effective planning and coordination of the agenda. • Organize and maintain weekly calendar for the team; 3. Coordinate and organize administrative Human Resources services: • Create and upload vacancy announcements and organize interview panels; • Maintain staffing lists and reports; • 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); and • Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager. 4. Provide administrative support to knowledge building and knowledge sharing: • Organize trainings on administrative policies, procedures and processes for operations/projects personnel; • Compile lessons learnt and best practices in administration, procurement, and human resources; and • Brief staff members on general administrative matters; provide advice and administration support. 5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Minimum Qualifications Education and Certification: • Completion of secondary education is required. • Bachelor’s degree in business administration or related fields is desirable. Experience • At least 7 years of progressively responsible experience in administration, procurement, HR, or logistic support service 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 web-based ERP System, 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). 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. Competencies : Core Values: Integrity; Professionalism; Respect for Diversity. Core Competencies: Awareness and Sensitivity Regarding Gender Issues; Accountability; 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: Functional Competencies: Will be added separately for each position Statements : 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. Diversity and inclusion: At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need. If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.) Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process .