Administrative Associate

Details

Mission and objectives

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.

Context

UN Women China Office is implementing programmes in women’s economic empowerment, ending violence against women and strengthening governance through gender responsive research, le-gal and policy frameworks at the national and provincial levels as well as holds a strong partner-ship, communication, and advocacy portfolio. The office is currently development Strategic Note (SN) 2021-2025, aligned to the United Nations Sustainable Development Cooperation Framework, 2021-2025, with aim of scaling up its programmatic and partnership efforts in the country. Reporting to the Public and Private Sector Partnership Specialist, the UN Youth Volunteer ie expected to provide operations support, covering. administrative, logistic, procurement, financial transactions to the Partnership team and Communications team to ensure a smooth and effective operational implementation to achieve set deliverables.

Task description

1. Provide efficient administrative and logistical support to the Partnership Team and Communications Team in accordance with UN Women rules and regulations • Assist in administrative and logistical support for organizing meetings, workshops, events, etc, and taking minutes upon request. • Make travel arrangements for the Partnership team and Communication team, including travel plan, travel request and travel claims, in line with UN Women Duty Travel Policy. • Assemble briefing materials and prepare power-point and other presentations. • Help to maintain calendars for the team leads upon requests; 2. Support procurement process to implement activities for the Partnership and Communications Team in accordance with UN Women rules and regulations • Assist in procurement processes to support timely delivery of project activities, following procurement policy and guidance; • Monitor the implementation of contract, and follow up with the vendor on quality delivery of expected deliverables; • Properly filing of all procurement related documentation following internal filing structure. • Collect and verify accuracy of invoice and submit payment related documentation. 3. Provide financial transactions support to the Partnership Team and Communications Team in accordance with UN Women rules and regulations • Provide support in monitoring budget and expenditure related with activities under Partership and Comms portfolio. • Prepare and process payment in the system (including reimbursement for team members, vendors, consultants, etc.), record internal expenditures. • Process in ERP system (Quantum, UNALL, etc.) for relevant financial and administrative requests. 4. Other • Any other related tasks as may be required or assigned by the supervisor. Furthermore, UNVs are encouraged to: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an active part in UNV activities (for in-stance, IVD celebration events); • Get acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking; • Contribute news and articles on field experiences and submit them to UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly arrived UNV volunteers; • Promote online volunteering and encourage individuals and organizations to use the UNV Online Volunteering Service whenever technically feasible. Results/Expected Output: • Enhanced knowledge on gender related issues. • Improved experience working effectively in a culturally diverse team and engaging in collaborative efforts across diverse agencies to achieve better result. • Delivery of timely and effective administrative and financial support to the partnership team. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.