Executive Assistant for the United Nations Entity for Gender Equality and Empowerment of Women (UN Women) Country Office

This opening expired 2 years ago. Do not try to apply for this job.

Application deadline 2 years ago: Wednesday 1 Dec 2021 at 23:59 UTC

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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.

Under the supervision of the Operations Manager, the Executive Assistant supports the Country Representative in her daily activities, managing meeting calendar, correspondence and other activities as requested. The incumbent supports Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Executive Assistant promotes a client, quality and results-oriented approach.

The Executive Assistant works in close collaboration with the Country Representative, programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

  • Provide administrative support to the Country Representative by managing meeting calendar, appointments and other needs identified by the Representative
  • Coordinate Drivers’ distribution by managing the calendar of requests for driving services, submitted by the Country Office personnel
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
  • Provide administrative support to the Country Office conferences, workshops, retreats;
  • Provide administrative support to the Country Office property management;
  • Maintain Country Office filing system ensuring safekeeping of confidential materials;
  • Monitor and maintain Country Office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
  • Prepare and distribute invitations, agendas, various information, etc.;
  • Draft correspondence of a routine nature, responses to inquiries ensuring correctness in terms of format, grammar, and spelling;
  • Facilitate Country Representative’s travel arrangements: initiate travel authorization for approval, reserve flight schedules, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
  • Act as an interpreter/translator upon request from English (Russian, optional) and into Georgian language and vice versa when required;
  • Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
  • Perform other relevant duties as required.

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 administer administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations;
  • Good IT and web-based management skills.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Required Skills and Experience

Education:

  • At least Bachelor’s degree in Business Administration or related field

Experience:

  • At least 5 years of experience in administration, procurement or logistics support service.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in the use of ATLAS would be an asset.

Language:

  • Fluency in Georgian and English
  • Knowledge of other UN official working language will be an asset

Management arrangements:

The contractor will report to and work under direct supervision of the UN Women Operations Manager and overall guidance of UN Women Georgia Country Representative.

Application submission package:

Application package for the position of the Executive Assistant on SB3-MIN level should consist of:

  • Download and complete the UN Women Personal History Form (P11)- https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=3539
  • Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded.
  • Click on the Job Title (job vacancy announcement).
  • Click 'Apply Now' button, fill in necessary information on the first page, and then click 'Submit Application;'
  • Upload your application/single file as indicated above with the merged documents (underlined above).
  • You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

  • UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

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.)?

Added 2 years ago - Updated 2 years ago - Source: jobs.undp.org