Executive Associate ESARO

Contract

This is a GS-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,964 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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.

Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action globally. UN Women uses its convening power to bring together different stakeholders and partners to address a wide range of dimensions of women’s empowerment in a holistic, coherent, and coordinated manner drawing on its own triple mandate which include normative, coordination and operation.

UN Women’s regional representation for East and Southern Africa (ESA) is comprised of 12 Country Offices (COs), one programme presence (Somalia), and support to 11 UN Country Teams (UNCTs) where UN Women is a non-resident agency (NRA). All are coordinated and supported by the Regional Office (RO) in Kenya. ESA is a complex and diverse region comprised of sub-regions ranging from countries with weak governance prone to crises that cross borders, while other sub-regions represent middle-income countries that are relatively stable for the moment. The region includes the poorest countries on the continent (Burundi and Somalia), but also five of the wealthiest (Seychelles, Mauritius, Botswana, South Africa and Eswatini). ESA region is home to over 700 million people, population growth continues at a high rate and nearly half of the population across the region is under the age of 18 years. The region hosts 67 percent of the continent’s refugees and has approximately 10 million IDPs reflecting a significant number of people on the move.

Reporting to Regional Director, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Regional Director maintaining full confidentiality in all aspects of assignment and, in close coordination with the East and Southern Africa Regional Office (RO) 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

1. Provide executive support to the UN Women Regional Director:

• Manage the UN Women Regional Director’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Regional Director;
• Maintain roster of RO contacts; update electronic mailing lists;
• Answer and screen calls for the Regional Director with tact and discretion;
• Manage administrative files on the Regional Director’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Regional Director’s requests.

2. Provide administrative support to the UN Women Regional Director:

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Regional Director for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Regional Director on deadlines and commitments.

3. Provide effective communication and information management support to the RO:

• Facilitate flow of information and communication between the UN Women Regional Director’s Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Regional Director Office; take proactive follow-up action and keep the Regional Director informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

4. Provide support to the Regional Director’s Office’s external relations activities:

• Facilitate the Regional Director’s interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

5. Contribute to knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
• Build and share knowledge and experience related to administrative and operations support.

Key Performance Indicators

• Timely and quality support to the Regional Director;
• 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 6 years 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 in the use of Quantum is an asset;

Language Requirements:

• Fluency in English 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.

Note:

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.

Diversity and inclusion:

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.