The position is located in the South Korea Liaison Office in Seoul, within the Division of Communications and Strategic Partnerships (DCS), and reports to the Chief of the South Korea office. The Adminstrative Associate provides administrative and financial support to the office as well as performing a wide range of duties including research, written work and other organisational responsibilities.
The Administrative Associate provides research, administrative, financial and organisational support to the South Korea office as Administrative Associate to the Chief, as well as contributing to stakeholder management and supporting the wider work of UNFPA through outreach to partners, taking minutes of meetings and building relationships
Main task and Responsibilities
- This position is located within a dynamic new liaison office established in 2019. 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 adapt to a range of different tasks including office and finance administration, organizational duties, attending meetings, written work and general support to the office Chief, including:
- Managing and monitoring the office’s budgets and expenditure, working closely with HQ, including managing Atlas and other relevant financial systems, budgeting, as per UNFPA’s financial rules and regulations;
- Contributing to political analyses including monitoring Parliamentary Questions and debates, and mapping political interests to facilitate the work of the office; and supporting work on projects, campaigns and the creation of resource mobilization strategies by preparing relevant documentation i.e. project summaries, conference papers, speeches and donor profiles;
- Mapping and managing the South Korea office’s stakeholder engagement to track partners interests, manage the office’s interactions, and to get the most out of relationships;
- Scheduling and coordinating meetings and, when necessary, preparing agendas, information papers, think-pieces, briefing notes and/or minutes of meetings;
- Preparing travel authorizations and travel arrangements for the office and facilitating approval from the DCS Directorate, as well as preparing visit programmes for the Chief and inward UNFPA Senior Management visits including hotel and event space management, ground transportation and comprehensive visit programmes;
- Organizing and providing administrative support to workshops, retreats, events and meetings for the office, including note-taking, facilitation, and preparations for communications and media handling;
- Supporting public speaking and presentations by the office, such as preparing speaking notes, PowerPoint presentations and creation of computer-generated visuals (e.g. graphs or infographics);
- Handling procurement processes and contracts, overseeing tenancy and service agreements, ensuring prompt payment of invoices and facilitating necessary correspondence;
- Researching and drafting responses to enquiries received by the office or following up requests for support or collaboration with external partners or for advice from internal partners;
- Supporting the monitoring of the office’s workplan and Strategic Information System/MyResults;
- Managing and filing of administrative files/documents on e.g. mission travel reports, briefings, notes to file etc.;
- To carry out any other duties as may be required by the Chief of the office and DCS Directorate, including administrative and logistical support related to the operationalization of the newly established office.
Required qualifications and experience
- Secondary Education; University degree in a related field desirable;
- 6 years relevant work experience
- Proficiency in using spreadsheets/Excel, Word, PowerPoint and UNFPA accounting systems
- Good written and communication skills
- Fluency in English is required.
Values:
- Exemplifying integrity
- Demonstrating commitment to UNFPA and the UN system
- Embracing diversity in all its forms
- Embracing change
Core Competencies:
- Achieving Results
- Being Accountable
- Developing and Applying Professional Expertise/Business Acumen
- Thinking analytically and Strategically
- Working in Teams/Managing Ourselves and our Relationships
- Communicating for Impact
Functional Competencies:
- Providing logistical support;
- Managing Data;
- Managing documents, correspondence and reports;
- Managing information and workflow;
- Planning, organizing and multitasking;
- Job knowledge/technical expertise
Compensation and benefits:
This position offers an attractive remuneration package commensurate with the level of the post. The package includes a competitive net salary, health and dental insurance and other benefits. This is a national position, candidates must be nationals of the duty station.
UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.
UNFPA does not charge any application, processing, training, interviewing, testing or other fees in connection with the application on recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
We are no longer accepting applications for this position.
