The Administrative Associate is responsible for providing comprehensive administrative, financial, logistical, and organizational support to the UN System Coordination Division. The role ensures the smooth running of the division's daily operations, event management, and coordination activities.

Key Functions and Accountabilities

1. Provide administrative support to the UN System Coordination Division’s communications

• Manage updates and further develop internal filing and databases; generate a variety of standard and maintain related 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 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.

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

• Support the Budget Focal Point in monitoring the Division’s expenditure 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. Submit 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.

3. 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 and other high-level inter-governmental fora as needed;
• Provide operational and logistical support to the organizing of events and Division-hosted 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;
• Coordinate travel arrangements within the Division and provide logistical support including liaising with Human Resources, Procurement and Administrative units as required;
• Maintain updated interagency lists and liaise with 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;
• Compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.;
• Attend meetings, prepare minutes, and monitor follow-up activities.

4. Provide research and analytical support to the Division

• Compile and analyze statistical material to ensure accuracy, clarity and validity;
• Prepare trends and analytical inputs to contribute to the Division’s reporting processes, as required.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

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

Functional Competencies:

• Ability to administer and execute administrative processes and transactions
• Knowledge of web-based ERP systems
• Ability to extract, interpret, analyze data and resolve operational problems
• 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
• Strong IT skills
• Ability to organize and complete multiple tasks by establishing priorities
• Ability to handle a large volume of work possibly under time constraints

Recruitment Qualifications

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business Administration or related fields is desirable.

Experience:

• A minimum of six (6) years of progressively responsible administrative experience, preferably in a large or international corporation or organization, 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.
• Experience providing support in administrative process or related areas in the UN System organizations is desirable.
• Experience in providing executive or front office support in a UN System office is desirable.

Languages:

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