JOB VACANCY : ADMINISTRATIVE ASSOCIATE

Location : New York, UNITED STATES OF AMERICA
Application Deadline : 06-Feb-09
Type of Contract : ALD Local
Post Level : ALD-2
Languages Required : English Spanish
Duration of Initial Contract : 1 Year (Renewable)

Background
Under the overall supervision of the UNIFEM Executive Director and the direct supervision of the Executive Officer, the Administrative Associate will perform substantive services in financial and administrative tasks to ensure the effective and efficient functioning of the Directorate's office.

Duties and Responsibilities

Summary of key functions:

* Maintenance of filing system for the Directorate, including electronic filing
* Coordination of the information flow in the office
* Facilitation of information sharing with other sections of UNIFEM
* Translation of documents from/into Spanish and English
* Support the Executive Officer in the management of the Executive Office
* Financial management of the Directorate projects

Function / Expected Results
1. Ensures effective and efficient functioning of the Executive Director's office focusing on achievement of the following results :

* Maintenance of the Executive Director's calendar, contacts with high ranking visitors, arrangement of appointments and meetings.
* Preparation of high quality briefing materials for supervisor for appointments, meetings and missions.
* Maintenance of rosters of high level partners and telephone/contact lists.
* Assist in preparation of correspondence, directives, comments for signature and making follow-up when required.

2. Ensures provision of effective communications support to the office focusing on achievement of the following :

* Assist in establishing and maintain systems to archive all Directorate correspondence and other documents.
* Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
* Screening of all incoming calls and correspondence.
* Under the guidance of the Executive Officer, ensure that adequate information flows from the Directorate to all parts of UNIFEM.

3. Ensures provision of effective documentation :

* Translation: Ensure that documents and correspondence are timely translated from Spanish to English and vice-versa.
* Ensure that documents are in proper Spanish before they are dispatched.
* Act as an interpreter when/if required and/or taking minutes.

4. Provides support for effective administrative and financial control in the office, focusing on achievement of the following :

* Ensure that the Directorate-managed projects financial systems are monitored and that all procurement and travel arrangements are processed in due time.
* Maintenance of administrative control such as commitments and expenditure.

5. Ensures efficient administrative support, focusing on achievement of the following results :

* Organization of workshops, conference and retreats.
* Coordination of DSA, requests to travel agencies and other travel related administrative responsibilities.

Competencies
Corporate Competencies :

* Demonstrate integrity by modeling UNIFEM values and ethical standards.
* Demonstrate commitment to UNIFEM's mission.
* Display cultural and gender sensitivity and adaptability.

Development and Operational Effectiveness :

* Ability to perform a variety of administrative tasks related to finance, procurement and budget.
* Familiarity with relevant UNDP/UNIFEM financial budgetary and human resources regulations and procedures.
* Ability to administer and executive administrative process and transactions
* Ability to perform work of confidential nature and handle a large volume of work
* Excellent computer skills, advanced knowledge in use of spreadsheet and database packages.
* Undertakes additional responsibilities as required.

Leadership and Self Management :

* Very effective at multi-tasking.
* Consistently approaches work with energy and positive attitudes.
* Ability to work under pressure and meet deadlines.
* Work positively to build team moral and consensus.
* Good organizational skills, sound judgment, initiative, demonstrated ability to perform effectively within a multi-cultural work environment.

Management and Communications Skills

* Ability to translate documents from English to Spanish and vice versa
* Ability to draft conceptual documents and correspondence in both Spanish and English.

Required Skills and Experience
Education:

* Completion of secondary education with specialized training. First university degree desirable.

Experience:

* Five to seven years of progressively responsible experience in management/administrative/secretarial functions within an international organization preferably with a senior official.
* Full knowledge application and advance knowledge of database packages.
* Experience in handling web-based management systems.
* Knowledge of the UN System structure, including established programme and administrative and financial procedures.

Language Requirements:

* Excellent written and spoken English and Spanish. Knowledge of another UN language an asset.