Executive Associate - National consultant

Contract

This is a National Consultant contract. More about National Consultant 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.

Reporting to Regional Director, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Regional Leadership Office (RLO) which includes the Regional Director and the Deputy Regional Director. The Executive Associate maintains full confidentiality in all aspects of the assignment and manages efficient flows of information and communications to ensure expeditious dissemination of information, timely action, and compliance with established deadlines.

Duties and Responsibilities

Provide executive support to the UN Women RLO:

• Manage the UN Women Regional Director and Deputy Regional Dircetorscalendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Regional Director and Deputy Regional Director;
• Maintain a roster of Regional Office contacts; update electronic mailing lists;
• Answer and screen calls for the RLO with tact and discretion;
• Manage administrative files on the Regional Director’s and Deputy Regional Director’s mission travel and mission reports;
• Research files, collect information, and organize materials as needed.

Provide administrative support to the UN Women RLO:

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

Provide effective communication and information management support to the RLO:

• Facilitate the flow of information and communication between the UN Women RLO and other units within or outside of UN Women;
• Review, prioritize, and route correspondence to and from the UN Women RLO; take proactive follow-up action and keep the Regional Director and Deputy 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.

Provide support to the RLO’s external relations activities:

• Facilitate the Regional Director’s and Deputy 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, and coordinate logistical arrangements related to visits.

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 and the Deputy 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.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

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 program experience;
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems;
• Experience with the ATLAS system is an asset.

Language Requirements:

• Fluency in English and Arabic 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.