Executive Associate

<!–

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 Strategic Partnerships Division (SPD) is responsible for proactively driving the strategic positioning of UN Women so that the size, sources and predictability of its resources help the organization achieve its strategic goals. Advising and supporting UN Women HQ and field offices, SPD is organized into the directorate and three functional sections: the Public Partnerships Section (PPS) -including Liaison Offices in Brussels, Copenhagen, Tokyo, and Abu Dhabi; the Private Sector Partnerships Section (PSP), and Communications & Advocacy Section. Given the scope and interrelationships of SPD functional responsibilities, the work of SPD is highly synergistic, involving constant and direct interaction and information-sharing among team members, to provide high-quality advice, services and support to UN Women as it strives to achieve resource mobilization goals set by the Strategic Plan 2022-2025, and ensure donor satisfaction in the context of an evolving range of related expectations and obligations to key donors, and necessary actions for overall strengthened donor relations. 

Reporting to the Director of the Strategic Partnerships Division, the Executive Associate plays a crucial role in providing a variety of executive administrative support to the Director and Directorate. This role is instrumental in maintaining full confidentiality in all aspects of the assignment and, in close coordination with the SPD Business Center, ensuring the efficient flow of information and communications for the expeditious dissemination of information, timely action, and compliance with established deadlines.

Key Functions and Accountabilities:

Provide executive support to the Division Director.

• Manage the Director’s calendar including the scheduling of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the Director and, if needed, for other directorate’s colleagues;
• Maintain a roster of the Director’s contacts; update electronic mailing lists;
• Answer and screen calls for the Director with tact and discretion;
• Research files, collect information and organize materials to meet the Director’s requests.

Provide administrative support to the Division Director.

• Undertake the logistical, administrative and financial arrangements to organize meetings, divisional retreats, SPD events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Director’s for meetings, official business travels, missions and other key events;
• Support with the coordination and organization of the UN Women’s International Women’s Day (IWD) celebration.
• Organize and monitor the office filing system (hard and soft copies);
• Follow up with the Director on deadlines and commitments.
• Coordinate and draft Director’s office Biannual Work Plan (BWP) and activities related to the SPD Strategic Note entering collected inputs from respective focal points;
• Coordinate and become the divisional focal point for providing responses for mid-year activity  monitoring and evaluation of SPD’s BWPs;
• Enter inputs in UN Women Results Management System for monitoring and evaluation in coordination with the SPD Operations Manager;
• Coordinate divisional feedback and inputs to Quarterly Business Review (QBR) reports;
• Focal point for Division Enterprise Risk Management (ERM): coordinate and collate sections’ inputs and make it a Divisional response.

Provide effective communication and information management support to the Director’s office.

• Facilitate flow of information and communication between the division and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the Director’s office; take proactive follow-up action and keep the Director informed;
• Respond to and/or direct inquiries to appropriate teams for timely action/response;
• Review correspondence for proper internal clearances prior to the Director’s signature / approval;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct and in accordance with editorial standards;
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials.

Provide support to the Director’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 ensuring protocol matters;
• Coordinate logistical arrangements related to visits.

Support budget development, tracking and monitoring.

• Support and coordinate with the SPD Business Center the establishment of the Director’s office yearly budget based on projected director’s expenses including duty travel.
• Inform the SPD Business Center about any deviation on the budget and any need of financial resources requested by the director.

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.

Recruitment Qualifications:

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 programme experience is required;
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems is required;
• Experience with a modern ERP system,  preferably Oracle cloud is desirable;
• Experience with senior executives and/or senior-level officials in the United Nations is desirable.
• Experience in UN operations, structure, and administrative procedures is desirable.

Languages:         

• Fluency in English is required. 
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/requisitions/job/19861

<!—

<!–

–>