UN WOMEN: ADMINISTRATIVE FINANCE ASSISTANT

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women 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 centre of all its efforts, UN Women leads and coordinates United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors. The overall objective of the Inter-Governmental Support Unit is to ensure that UN Women provides the inter-governmental bodies with the substantive support and inputs they need for successful deliberations related to gender equality and the empowerment of women. Within the Unit there are three focus areas, including: support the work of the main intergovernmental bodies of the United Nations (General Assembly, Economic and Social Council, Security Council, GA/ECOSOC/SC), plan, organize and support the sessions of the Commission on the Status of Women (CSW); plan, organize and support the sessions of the UN Women Executive Board (EB). The Administrative & Finance Associate reports to the Director and is responsible for managing the timely and effective delivery of a whole range of administrative and financial services ensuring compliance with organizational financial rules, regulations, policies, procedures and approved allocations.

Duties and Responsibilities

Key functions: Administrative Support: Perform the full range of office management and administrative support functions; Provide direct assistance to Director and Intergovernmental Support Division; Monitor processes and schedules related to the unit's outputs, products, tasks, etc.; Ensure smooth and efficient information flow within the unit; Prepare and processes confidential information; Assist in the development of office administrative systems and procedures; Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.); including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.); Maintain files (both paper and electronic) and databases for work unit; Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. Budget and Finance: Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement; Monitors expenditures and compares with approved budget; prepares adjustments as necessary; Assists managers in the elaboration of resource requirements for budget submissions; Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures; Prepares or customizes financial reports from system generated reports; Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. Impact of Results: The efficient and prompt delivery of services impact on a whole range services and operations in the unit and result in meeting client (internal / external) needs and satisfaction.

Competencies

Core Values/Guiding Principles: Integrity - Demonstrates 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 - Demonstrates an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrates an international outlook, appreciating differences in values and learning from cultural diversity. Core Competencies: Ethics and Values - Demonstrates and safeguards ethics and integrity. Organizational Awareness - Demonstrates corporate knowledge and sound judgment. Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking Working in Teams - Acting as a team player and facilitating team work. Communicating Information and Ideas - Facilitating and encouraging open communication in the team, communicating effectively. Self-management and Emotional intelligence - creates harmony through self-control. Conflict Management / Negotiating and Resolving Disagreements: Knowledge Sharing / Continuous Learning - Learning and sharing knowledge and encourage the learning of other. Functional Competencies: Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of office, including data/schedule management, maintenance of protocol, information flow; Ability to maintain confidentiality and discretion; Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality; Ability to organize and complete multiple tasks by establishing priorities; Ability to handle a large volume of work possibly under time constraints;

Required Skills and Experience

Education: Secondary education is required. Experience: A minimum of 5 years of administrative experience preferably in a large or international corporation or organization; Experience in the use of computers applications and software packages (MS Word, Excel, etc) and web based management systems; Successfully passed UN clerical examination (ASAT). Language Requirements: Fluency in English is required (oral and written); Proficiency in another UN working language is desirable. 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. More information on UN Women can be found through www.unwomen.org. 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.