UN Women: Administrative Associate, Seoul, Republic of Korea, G6, Fixed-Term Appointment

This is local post for Nationals of Republic of Korea

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.

As the lead UN entity on gender equality and secretariat of the UN Commission on the Status of Women, we shift laws, institutions, social behaviours and services to close the gender gap and build an equal world for all women and girls. Our partnerships with governments, women’s movements and the private sector coupled with our coordination of the broader United Nations translate progress into lasting changes. We make strides forward for women and girls in four areas: leadership, economic empowerment, freedom from violence, and women, peace and security as well as humanitarian action. UN Women keeps the rights of women and girls at the centre of global progress – always, everywhere. Because gender equality is not just what we do. It is who we are.  

Established by UN Women in 2021 with the support of the Ministry of Gender Equality and Family (MOGEF) of the Republic of Korea, the UN Women Knowledge and Partnerships Centre in the Republic of Korea is dedicated to supporting traditional and non-traditional stakeholders in realizing commitments to gender equality, women’s empowerment, and the rights of women and girls through (i) gender capacity-building training programmes, (ii) research and support for production and use of gender data, and (iii) network building, partnership cultivation and advocacy as a leading gender training and knowledge hub in Asia and beyond. The Centre embraces innovation, including as it relates to new technologies and partnerships, to increase the breadth and impacts of its work, aligning with the 2030 Agenda for Sustainable Development, Pact for the Future and the on-going regional and global dialogue on Beijing+30 and its transformative promise to leave no one behind. Prioritisation is given to supporting at the regional and global level: enhanced knowledge, responses and strategies on transforming care systems as a cornerstone of women’s overall empowerment; strengthened knowledge, policies and tools to end technology-facilitated gender-based violence; and increased emphasis on advancing multistakeholder partnerships for gender equality and women’s empowerment.  

Reporting to the Director of the Centre, 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 staff team to ensure consistent service delivery and to resolve complex administration related issues and information delivery.
 

Key Functions and Accountabilities:

1.    Provide general administration and operations support to the Centre in compliance with UN Women rules, regulations, policies, and strategies: 
•    Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents; 
•    Provide administrative support to conferences, workshops, retreats; 
•    Provide administrative support to the maintenance of premises and common services, as needed; 
•    Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent); 
•    Maintain filing system ensuring safekeeping of confidential materials, as necessary. 
 
2.    Coordinate and organize administrative Human Resources services:
•    Facilitate and coordinate recruitment processes of the Centre’s personnel in close coordination with ROAP HR (e.g. Create and upload vacancy announcements, assist in reviewing and screening candidates, facilitate and participate in interview panels as necessary, prepare recruitment documents for HR clearance and contract process) 
•    Maintain staffing lists and reports; assist with onboarding and separation process of the Centre’s personnel
•    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); 
•    Prepare staffing/personnel related reports; research and draft responses to enquiries for clearance by the Operations Manager.

3.    Coordinate and organize assets management and procurement processes:
•    Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution; 
•    Coordinate assets management in the office, prepare and submit periodic inventory reports, coordinate physical verification of inventory items;  
•    Provide inputs to the preparation of procurement plans for the office and monitor their implementation; 
•    Generate procurement related reports; research and draft responses to enquiries; 
•    Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services; 
•    Organize 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; 
•    Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required; 
•    Prepare Purchase Orders (PO) and contracts related to the office in and outside Quantum system

4.    Provide assistance in the implementation of the security plan, risk management measures, and all matters relating to safety and security as they pertain to UN Women personnel and assets
•    Provide administrative support to assessing the security situation of the host country
•    Liaise with local security community
•    Collect, update and communicate information regarding security
•    Maintain and review the Security Plan, including updating personnel lists
•    Monitor and support organizational security compliance with the Security Risk Management Measures (SRMM) established for the duty station
•    Report security incidents affecting UN Women personnel, programmes, offices and assets as appropriate
•    Coordinate and conduct training courses on security awareness and preparedness

5.    Provide executive and administrative support to the Director of the Centre
•    Manage the supervisor’s calendar, schedule of appointments and meetings;
•    Arrange travel and hotel accommodation and other logistics for the Director of the Centre;
•    Manage administrative files on the Director’s mission travel and mission reports;
•    Research files, collect information and organize materials to meet the Director’s requests;
•    Follow up with the Director on deadlines and commitments
•    Provide effective communication and information management support to the Director
•    Receive and greet high ranking officials/visitors by ensuring protocol matters and coordinate logistical arrangements related to visits.

6.    Provide administrative support to knowledge building and knowledge sharing: 
•    Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters; 
•    Compile lessons learnt and best practices in administration, procurement, and human resources. 
•    Maintain and organize up-to-date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials

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

Supervisory/Managerial Responsibilities: 

Centre has about 14 personnels, including the Director, the Finance Associate and the three specialists. The Administrative Associate will work closely with three specialists and work closely with other members of the programme team, including consultants, volunteers, and interns. The Administrative Associate will not have supervisory responsibilities.
 

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:

•    Ability to administer and execute administrative processes and transactions;  
•    Ability to perform work of confidential nature and handle a large volume of work;  
•    Strong knowledge of administrative rules and regulations;  
•    Strong IT and web based management skills;  
•    Ability to extract and interpret data  

Recruitment Qualifications

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

Experience:
•    At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service; 
•    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 and Korean is required.
•    Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish). 
 

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.