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UN Women: Executive Associate

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.

The Executive Office supports the ELT in providing vision, establishing priorities, fostering coherence amongst the senior management team, leading advocacy, ensuring overall management, oversight and accountability.

Under the overall guidance of the Chief of Staff, the Executive Associate is responsible for providing a variety of executive administrative support to the Chief of Staff, and to provide support for the Executive Director’s Office (EDO) more broadly as needed.

Duties and Responsibilities

1. Provide executive support to the UN Women Chief of Staff

• Manage the UN Women Chief of Staff’s calendar, and schedule of appointments and meetings;

• Arrange travel and hotel accommodations and other logistics for the UN Women Chief of Staff;

• Maintain roster of Chief of Staff contacts; update electronic mailing lists;

• Answer and screen calls for the Chief of Staff’s office with tact and discretion;

• Manage administrative files on the Chief of Staff’s mission travel and mission reports;

• Research files, collect information and organize materials to meet the Chief of Staff requests.

2. Provide administrative support to the UN Women Chief of Staff

• 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 Chief of Staff for meetings, missions and other key events;

• Organize and monitor the office filing system;

• Follow up with the Chief of Staff on deadlines and commitments.

3. Provide effective communication and information management support to the EDO

• Facilitate flow of information and communication between the UN Women Chief of Staff’s Office and other units within or outside of UN Women;

• Review, prioritize and route correspondence to and from the UN Women Chief of Staff, taking proactive follow-up action and keeping the Chief of Staff 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.

4. Provide support to the Chief of Staff external relations activities

• Facilitate the Chief of Staff’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;

• Support the overall functions of the Executive Office, including the ED’s team, as needed.

Key Performance Indicators:

• Timely and quality support to the Chief of Staff

• 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;

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

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 is required;

• Experience with government senior officials or senior level officials in the UN system is an asset;

• Experience with the use of ERP systems, preferably Oracle cloud, is an asset.

Language Requirements:

• Fluency in English is required;

• Knowledge of another UN official working language is an asset.

GS fixed-term appointment (FTA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa, which was acquired on account of their employment in the UN system based in New York.

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.)