Administrative Associate

NOTE: This is a national position, candidates must be nationals of the duty station.

The Position:

The Administrative Associate position is located in the UNFPA Seoul Representation Office in Seoul, within the Division of External Relations (DER), and reports to the Chief of the Office. The incumbent provides administrative and financial support to the office as well as performs a wide range of duties including administrative, research, written work and other organisational responsibilities.

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 strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

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 incumbent provides research, administrative, financial and organisational support to the Seoul Representational 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.

You would be responsible for:

This position is located within a dynamic 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:

• Works closely with the Chief of Seoul Representational Office to assist in financial and administrative matters in line with the UNFPA’s Strategic Plan, and organizational budget, manage and monitor the office’s budgets and expenditures as per UNFPA’s financial rules and regulations;
• Undertakes all logistical and administrative/protocol arrangements required for the organization’s bilateral meetings, events, etc. ; including note-taking, facilitation, and preparations for communications and media handling;
• Contributing to political and economic 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 (including private sector).
• Mapping and managing the Seoul Representation office’s stakeholder engagement to track partners interests, manage the office’s interactions, and to get the most out of relationships;
• Undertake all logistical and administrative arrangements required for the organization of technical workshops, inter-agency meetings, panel discussions, roundtables, retreats, missions, and other events organized by the office and technical team; including note-taking, facilitation, and preparations for communications and media handling, and knowledge management;
• 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 (including Chief, P3 staff) as a travel arranger and facilitating approval from the DER 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;
• Review incoming correspondence from the Seoul Office email account (seoul.office@unfpa.org), collect and prepare necessary information for reply / action, and draft and finalize response;
• Supporting public speaking and presentations by the office, such as first drafts of responses to inquiries received, 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;
• Support the communication portfolio, including supporting the communication with the National Assembly;
• Supporting the monitoring of the office’s annual workplan and Strategic Information System(SIS) / MyResults;
• Managing and filing administrative files/documents on Google iDocs 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 DER, including administrative and logistical support related to the operationalization of the office, as per policies and procedures.

Any other issues

Qualifications and Experience:

Education:

• Completion of secondary school education;
• A university degree in a related field is desirable.

Knowledge and Experience:

• Six (6) years relevant work experience;
• Computer literacy and proficiency in using spreadsheets/Excel, Word, PowerPoint and UNFPA accounting systems;
• Good written and communication skills;
• Previous experience in the UN or an international organization is an advantage;
• Previous experience with the UN finance/administrative systems (Quantum, PowerBI, etc.) is an advantage;
• Strong interpersonal and organizational skills;
• Good writing and communication skills;
• Demonstrated ability to work in a team environment;
• Strong teamwork a must;
• Diplomatic and communication skills.

Languages:

• Fluency in English and Korean is required.

Required Competencies:

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• 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:

• Logistical support,
• Managing data,
• Managing documents, correspondence and reports,
• Managing information and workflow,
• Planning, organizing and multi-tasking,
• Managing financial processes,
• Job knowledge / technical expertise.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.