Executive and Administrative Assistant

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

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.

The Executive / Administrative Assistant reports to the UN Women Executive Associate Europe and Central Asia (ECA) with direct guidance from the Regional and Deputy Regional Directors herein after referred to as “the “ECARO Executive Office” and support from the Regional Operations Manager (ROM). The Executive and Administrative Assistant is responsible for providing a variety of executive administrative and operational support to the “ECARO Executive Office” maintaining full confidentiality in all aspects of assignment and, in close coordination with the office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

Provide effective communication and information management support to the “ECARO Executive Office” in support of the Executive Associate

• Support in the flow of information/communication between the “ECARO Executive Office” and other Units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the “ECARO Executive Office”; take proactive follow-up action and keep the Office informed;
• Respond to and/or direct inquiries to appropriate Units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and provide editing as and when needed;
• Assist in the preparation and finalization of informal translations; act as informal interpreter if required;
• Provision of effective communications and information management support to the ECA Regional Office;
• Review the generic website email addresses and distribute emails as relevant;
• Maintain up to date mailing lists and important contacts.
• Answer and screen calls for the “ECARO Executive Office”;

Provide daily support for an effective and efficient “ECARO Executive Office.”

• Direct support to the day-to-day functions of the Deputy Regional Director
• Support in calendar and schedule of appointments and meetings in the “ECARO Executive Office”;
• Prepare talking points and speaking notes for the “ECARO Executive Office”;
• Arrange travel and hotel accommodations and take logistical preparation lead for the “ECARO Executive Office”;
• Support in the organization of meetings, events, and workshops for the “ECARO Executive Office” including VIP Visit;
• Provision of coordination between “ECARO Executive Office”, Senior Management, HQ and other offices;
• Liaise with government officials and Ministries on key agency related issues;
• Support to external relations activities - (facilitating communications, meetings and events with external stakeholders and partners);
• Back stop the Executive Associate when absent.

Provide administrative and operational support to the “ECARO Executive Office” and Operations Unit

• Provide support in the organization and filing of Delegation of Authority documentation;
• Provide support in Internal Control Framework documentation and drafting memos for ROM review;
• Provide support for the logistics preparation and organization of ECARO retreats and events;
• Provide support in the maintenance and circulation of personnel data and other contact databases for security and other related uses;
• Provide support and quality assurance on protocol documentation matters with government offices (visas and work permits);
• Provide backstopping support to the Administrative Assistant on Event & Travel Management and the Executive Associate during absences;
• Provide support to the Travel Unit in the purchase of travel tickets for official travel;
• Backstop the Driver/Clerk’s scheduling;
• Provide support in other operations and programmatic administrative areas as requested.

Contribute to knowledge building and knowledge sharing.

• Effective knowledge management and sharing within ECARO and Country Offices;
• Build and share knowledge and experience related to administrative and operations support.

Key Performance Indicators

• Timely and quality support to the “ECARO Executive Office”
• Quality presentation of information
• Quality and timely organization of events/ meetings
• Adherence to protocol

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
• Good knowledge of administrative rules and regulations;
• Ability to perform work of confidential nature;
• Ability to create, edit and present information in clear format, using appropriate IT functionality;
• Ability to administer administrative processes.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required;
• Bachelor’s degree in business administration or public administration is an asset.

Experience:

• At least 5 years with secondary education or 3 years with bachelor’s degree of progressively responsible experience with administrative, secretarial, or programme experience;
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems;
• Experience with the ATLAS and/or Quantum system is an asset.

Language Requirements:

• Fluency in English and Turkish is required;
• Knowledge of the other UN official working language is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

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.

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.)

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