UN Women

Executive Associate (Policy, Programme and Intergovernmental Division Directorate)

UN Women

Job Description

  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 Policy, Programme and Intergovernmental Division (PPID) provides Global Support to UN Women offices at Headquarters and in all field locations to deliver results in support of UN Women’s Strategic Plan 2018-2021 and internationally agreed goals on gender equality and women’s empowerment, including the Beijing Platform for Action and the 2030 Agenda for Sustainable Development. The Division provides intellectual and strategic leadership on normative support and the delivery of integrated policy and program advice, including through policy Analysis and gender mainstreaming. The Division leverages innovation, knowledge management, and cutting-edge technical expertise to support UN Women programmes and to build the capacity of partners to deliver results on gender equality and women’s empowerment. Reporting to Director of Programme, Policy and Intergovernmental Division, the Executive Associate is responsible for providing a variety of executive administrative support to the Director maintaining full confidentiality in all aspects of assignment and, in close Coordination within the Division, 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 executive support to the Policy, Programme and Intergovernmental Division:
  • Manage the UN Women Director’s calendar, and schedule of appointments and meetings;

  • Arrange travel and hotel accommodations and other logistics for the UN Women Director;

  • Maintain roster of CO/MCO/RO contacts; update electronic mailing lists;

  • Answer and screen calls for the Director with tact and discretion;

  • Manage administrative files on the Director’s mission travel and mission reports;

  • Research files, collect information and organize materials to meet the Director’s request.

Provide administrative support to the Director, Policy, Programme and Intergovernmental Division:
  • 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 Director for meetings, missions and other key events;

  • Organize and monitor the office filing system;

  • Follow up with the Director on deadlines and commitments.

Provide effective communication and information management support to the division:
  • Facilitate flow of information and communication between the UN Women Director’s Office and other units within or outside of UN Women;

  • Take proactive follow-up action and keep the 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 Director’s Office’s external relations activities:
  • Facilitate the 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.

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 Director;

  • Quality presentation of information;

  • Quality and timely organization of events/ meetings;

  • Adherence to protocol.

Competencies
Core values:
  • Integrity;

  • Professionalism;

  • Respect for Diversity.

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:
  • Completion of secondary education is required;

  • Bachelor’s degree in business Administration or public administration is an asset.

  • Candidates who do not have a university degree or an accredited certification in the related field will be required to complete the Global General Service Test (GGST) – formerly known as the UN Administrative Support Assessment Test (ASAT).

Experience:
  • At least 6 years of progressively responsible experience with administrative, secretarial, or Executive Assistant work;

  • 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.

Languages:
  • 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 http://www.unwomen.org/about-us/employment 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. GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York. 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. UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
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