Administrative Assistant

Job Posting Organization:
UN Women was established in July 2010 as a response to the United Nations General Assembly's call for a dedicated entity to promote gender equality and empower women. The organization is grounded in the vision of equality enshrined in the Charter of the United Nations and works towards eliminating discrimination against women and girls, empowering women, and achieving equality between women and men. UN Women operates globally, engaging with civil society organizations, feminist movements, and various stakeholders to advance gender equality. The organization focuses on building strategic, intersectional, and intergenerational partnerships essential for its mission. UN Women plays a central role in ensuring meaningful civil society participation in its normative, programmatic, and coordination work, including global processes and intergovernmental engagements. The organization is committed to diversity and inclusion, ensuring a respectful environment for all employees.

Job Overview:
The Administrative Assistant position at UN Women is a critical role that provides comprehensive executive, administrative, and operational support to the Director of the Civil Society Division (CSD). The position is designed to ensure the efficient functioning of the Director's Office and the Division as a whole. The Administrative Assistant will work closely with the Deputy Director and the Director of CSD, as well as with various stakeholders, to facilitate effective decision-making, coordination, and communication. This role requires the ability to manage competing priorities, maintain confidentiality, and support senior management engagements. The Administrative Assistant will be expected to work from home, adhering to the New York, USA time zone (Eastern Daylight Time) hours, which adds a layer of complexity to the role as it requires effective time management and communication across different time zones.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include providing seamless executive and administrative support to the Director of the Civil Society Division. This involves managing the Director's calendar, scheduling meetings, and coordinating appointments with both internal and external stakeholders. The Administrative Assistant will track key action points, deadlines, and decisions, ensuring timely completion of tasks. Additionally, the role includes supporting the coordination of divisional operations, maintaining organized filing systems, and providing backstopping support for administrative functions. The Administrative Assistant will also coordinate meetings, workshops, and events, managing logistics such as booking conference rooms and arranging catering. Travel coordination is another key responsibility, which includes making travel arrangements and processing visa requests. Effective communication and information flow between the Civil Society Division and other stakeholders is essential, as is providing administrative support for recruitment processes and knowledge management within the Division.

Required Qualifications:
Candidates for the Administrative Assistant position must have completed secondary education, with a Bachelor’s degree in Business Administration, Public Administration, Management, or a related field being an asset. A minimum of 5 years of progressively responsible experience in administrative, executive, or operational support functions is required, preferably within the UN system or an international organization. Experience managing senior-level calendars, meeting logistics, and administrative workflows is essential. Proficiency in using a modern web-based ERP system, preferably Oracle Cloud, is required, along with strong skills in office software packages such as MS Word and Excel. Candidates should also demonstrate experience in supporting senior management offices within an international organization or the UN system.

Educational Background:
The educational background required for this position includes the completion of secondary education as a minimum requirement. A Bachelor’s degree in a relevant field such as Business Administration, Public Administration, or Management is considered an asset and may enhance a candidate's application.

Experience:
The position requires at least 5 years of progressively responsible experience in administrative, executive, or operational support functions. This experience should preferably be within the UN system or an international organization. Candidates should have a proven track record in managing senior-level calendars, meeting logistics, and administrative workflows, as well as experience in using modern web-based ERP systems and office software packages.

Languages:
Fluency in English is mandatory for this position. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is desirable and may enhance a candidate's qualifications.

Additional Notes:
The Administrative Assistant position is a remote role, requiring the incumbent to work according to New York, USA time zone hours. The role is full-time and involves a significant level of responsibility, requiring discretion in handling confidential information. UN Women is committed to diversity and inclusion, and all employment decisions are made based on qualifications, competence, integrity, and organizational need. Candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history. It is important for applicants to complete all sections of the application form to avoid disqualification from the recruitment process.