Administrative Associate, G-6- United Kingdom Liaison Office, Division of Communications and Strategic Partnerships (DCS), London

The Position:

The Administrative Associate position is located in the UK Liaison Office in London, within the Division of Communications and Strategic Partnerships (DCS), and reports to the Director of the UK office. The UK office serves to liaise with key external partners including governments, parliamentarians, NGOs, civil society, media and citizens in countries covered by the office.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The job holder will act as Administrative Associate to the Director and provide support on office management and administrative and financial matters as well as a wide range of duties including event management, research, communications, drafting/written work, stakeholder management, external relations and other organisational responsibilities. The job holder will also contribute to supporting the wider work of UNFPA with new and existing partnerships.

You would be responsible for:

This position is located within a dynamic liaison office established in January 2017. Due to the nature of the small office, duties will be wide-ranging and the job holder will be expected to be flexible and demonstrate the ability to multi-task to complete a range of different tasks including office and finance administration, organisational duties, external relations, attend meetings, written work and general support to the office Director, including:

• Manage and monitor the office’s budgets and expenditure, working closely with HQ, including managing Atlas and other relevant financial systems, budgeting, and providing advice on UNFPA financial rules and regulations;
• Contribute to political analyses including monitoring Parliamentary Questions and debates, and mapping political interests to facilitate the work of the office; and support work on resource mobilization strategies by preparing relevant documentation i.e. project summaries and donor profiles;
• Support the UK office’s stakeholder engagement to track partners’ interests, update list of donor contacts, share information and get the most out of strategic partnerships;
• Schedule and coordinate meetings and, when necessary, prepare agendas, information papers, think-pieces, briefing notes and/or minutes of meetings;
• Assist with the preparation and implementation of advocacy events, seminars and campaigns such as relevant UN days, launch of the State of World Population report, or thematic events.
• Perform administrative tasks and support visit programmes for the UK Director and inward UNFPA Senior Management visits including travel arrangements, logistics and travel claims;
• Organise and provide administrative support to workshops, retreats, events and meetings including preparing invitations, flyers, email distribution lists, note-taking, document management, and communications materials;
• Collect and analyse data and information for background papers and briefing notes as well as support speeches/presentations by the office e.g. input to speaking notes, PowerPoint presentations and visual material (e.g. graphs or infographics);
• Handle procurement processes and contracts with vendors, provide advice on UNFPA procurement rules and regulations, oversee tenancy and service agreements, ensure prompt payment of invoices and facilitate necessary correspondence;
• Research and draft written work such as letters and responses including responding to enquiries on thematic issues, requests for collaboration with external partners, or for advice from UNFPA colleagues;
• Provide support to corporate functions including monitoring the office’s workplan and Strategic Information System/MyResults, and oversee the development and updating of the London Office Microsite;
• Document management including filing of administrative files/documents e.g. mission travel reports, briefings, notes to file etc.;
• To carry out any other duties as may be required by the Director of the UK office, including administrative and logistical support related to the operationalisation of the office.

A. Key Outcome

• Internal: Evidence or the ability to quickly develop a strong understanding of the internal workings of UNFPA and its rules and regulations. The job holder will need to quickly build strong working relations with a range of colleagues in HQ, particularly across DCS, Human Resources, Finance teams and Procurement Division, as well as with colleagues in Regional and Liaison offices, in particular resource mobilisation experts.
• External: No pre-existing relationships with UK organisations is required, though an understanding of the British Parliament and government system is highly desirable and would be needed shortly after arrival at post. The position includes frequent interaction with the UK government, in particular the Department for International Development and the Foreign and Commonwealth Office, as well as regular interaction with Parliamentary offices, NGOs and Civil Society organisations. A good, collaborative working style is needed to build and maintain strong relations with a very active set of stakeholders, as well as to promote UNFPA and its interests. The position will supplement this by managing and maintaining good stakeholder mapping.

Qualifications and Experience

• Completion of Secondary education required

• University degree in a related field desirable
• Minimum 6 years relevant work experience
• Proficiency in using spreadsheets/Excel, Word, PowerPoint and online tools
• Experience or ability to quickly develop proficiency in using UNFPA accounting and management systems such as ATLAS and Cognos
• Fluency in English is required with good written and communication skills

Other Desirable Skills:

Strong problem-solving skills, organisational skills, evidence of using your own initiative, working at pace, and evidence of sound judgment are highly desirable skills. A strong interest in development work, especially the mission of UNFPA, and dedication to the principles of the United Nations. Ability to multitask and work in a fast-paced work environment where compliance with deadlines and prioritisation skills are critical. An ability to think clearly and plan effectively is also highly desired.