Office Manager - Office of Country Representative (Open to Indian Nationals Only)

Contract

This is a SB-4 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-4 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 guidance and direct supervision of the Country Representative (CR), UN Women India Country Office, the Office Manager ensures effective and efficient functioning of the CR office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, close coordination with the communications team, and follow-up on deadlines and commitments made.

The Office Manager works in close collaboration with the UN Women Operations and Programme teams, joint UN teams, cluster groups of UN agencies, etc. on internal and external exchange of information. The Office Manager will also support the CR’s social media and liaise closely with the communications team.

This post serves as principal assistant to the CR carrying out broad administrative functions, including coordination and providing guidance to other appropriate staff and national authorities. S/he is expected to ensure efficient flow of information, actions on instructions, agendas and liaison with stakeholders.

Duties and Responsibilities

Ensures effective and efficient functioning and organization of the CR office focusing on achievement of the following results:

• Support the Office of the Representative, in coordinating activities, performing research, and preparing briefing materials, position papers and speeches.
• Track the status of the Representative’s action items.
• Keep abreast of issues and activities in relation to the Country Programme management, as well as emergency preparedness/response, partnerships, and donor relations, in order to provide timely and appropriate advice.
• Collaborate with internal and external counterparts, including the United Nations System and national partners, in order to ensure the smooth functioning of the CR’s office.
• Advise the Representative on the country’s political situation and guide on the sensitivities entailed.
• Liaise with the Deputy Representative to ensure streamlined communication within ICO, effective coordination with the Representative’s Office and the resolution of problems.
• Manage the Representative’s front office, serving as the main point of reference on requests and problems.
• Ensure routing of assignments to Sections and ensure completion by deadlines.
• Prepare draft correspondence for the CR, including on sensitive matters.
• Oversee the overall functioning of the CR’s Office, including providing guidance to the Management Associate/Assistant in the effective management and coordination of the front office’s activities.

Provides support to effective advocacy of UN activities and communications, focusing on achievement of the following results:

• Maintenance of all social media presence of the CR.
• Ensure quality content and format of draft speeches, briefing notes, comments, and reports under the authority of CR’s Office.
• Provides political analysis of current issues within the country.
• Takes part in communications meetings and support coordination.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Organization of training to UN staff on coordination, administration and protocol issues.

Manage other duties as required by the CR.

Key Performance Indicators:

The key results have an impact on the efficiency of the CR office. Accurate analysis and presentation of information strengthens the capacity of the CR office and promotes the image of UN Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Creative Problem Solving
• Excellent Communication
• Inclusive Collaboration
• Stakeholder Engagement

Functional Competencies:

• Ability to create, edit, synthesize and present information in clear and presentable formats;
• Ability to administer and execute administrative processes and transactions;
• Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Ability to manage social media;
• Excellent IT skills.

Required Skills and Experience

Educations and Certification:

• Master’s degree or equivalent in public administration, human rights, gender equality, management, social sciences, or other related areas is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• Minimum 2 years of progressively responsible work in the area of administration.
• Programme experience and providing support to the Head of an Office, knowledge of protocol an added advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems.
• Experience in supporting a team.

Language Requirements:

• Fluency in English and Hindi is required.
• Working knowledge in another official UN language is an asset.

Application Information:

Interested applicants should apply to this announcement through UNDP jobs site: jobs.undp.org

Application Information: Interested applicants should apply to this announcement through UNDP jobs site: jobs.undp.org

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://asiapacific.unwomen.org/en/about-us/jobs
• 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;
• UN Women will only be able to respond to those applications in which there is further interest.

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.