Coordination Specialist Special Assistant

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Description

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UN Women hosts the Secretariat of the Women’s Peace and Humanitarian Fund. The WPHF Secretariat provides support to the Funding Board, mobilizes resources from Governments, companies, foundations and individuals, designs funding windows and mechanisms, provides day-to-day support to Country Offices implementing WPHF programmes, and ensures timely and quality monitoring and reporting. The Secretariat’s mandate is also to strengthen stakeholders’ knowledge of and engagement with women, peace and security issues through proper internal and external communications, advocacy and outreach. Finally, the Secretariat provides knowledge management services for the WPHF and manages the Community of Practice (CoP) for WPHF partners and grantees. 

Under the supervision of the Head of Secretariat, the Coordination Specialist/Special Assistant coordinates and provides general oversight on WPHF, coordinates strategic communication initiatives and support resource mobilization initiatives. 

Key Functions and Accountabilities:

Oversee administrative functions supporting the Head of Secretariat: 

• Provide coordination support to the Head of Secretariat in his/her interactions and exchanges with UN Representatives, Regional Office and HQ staff, keeping record and ensuring action and follow-up when required in a timely and efficient manner, and serving as note-taker in regular meetings and exchanges; 
• Provide specialized technical support to the Head of Secretariat in his/her interactions, representation duties, exchanges and relationship cultivation with other UN agencies, UN regional coordination mechanisms, regional and sub-regional integration mechanisms, intergovernmental bodies, national authorities donors and private sector. 
• Provide relevant input when needed on key developments and opportunities to develop and strengthen institutional partnerships for the WPHF; 
• Keep the Head of Secretariat informed of incoming requests, correspondence and all matters requiring her attention, provide sound input as appropriate to facilitate decision making and ensure follow-up action, as directed; 
• Manage the planning and organization of the Head of Secretariat’s agenda and official travel, including the timely preparation of official travel files, background documents and briefing notes, working closely with relevant staff and prepare official travel reports; 
• Coordinate the drafting of speeches, talking points and /or design presentation materials for delivery by the Head of Secretariat in key events, meetings and other internal and external fora ensuring that WPHF´s corporate perspective, goals, objectives, strategies and/or policies are appropriately reflected, working closely with relevant staff as required; 
• Collaborate closely with the Communications and Advocacy Specialist to seize opportunities for reinforcing positively WPHF image. 

Provide technical support and guidance to the development of strategic partnerships and resource mobilization efforts:

• Collaborate closely with the Communications and Partnerships team to manage activities and other promotional events to engage bilateral and multilateral institutions/ donors, private sector and civil society to expand and/or sustain interest and resources for WPHF programmes and joint UN system programmes;  
• Collaborate closely with the Deputy Head of Secretariat and the Partnerships, Programme and Communications Teams to provide support and advice to the Head of Secretariat in forging and implementing strategic partnerships to increase outreach globally.  

Manage substantive support to the WPHF Funding Board: 

• Lead the preparation of WPHF Funding Board meetings at high level and working level. 
• Draft the presentations, inputs, scripts for Funding Board meetings. 
• Monitor and report on the implementation of Funding Board decisions. 
• Organize funding Board retreats as relevant.  

Advise on building and consolidating partnerships across the inter-governmental space, within the UN and across civil society:

• Keep the Head of Secretariat and Senior Management Team informed opportunities for strengthening WPHF’s partnerships; 
• Support the maintenance of strong partnerships with key actors related to the Head of Secretariat’s deployment of his/her functions;            
• Provide strategic and technical advice, substantive guidance, and present evidence-based rationale for strategic partnerships on women peace and security and the humanitarian development nexus.  

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Recruitment Qualifications:

Education and Certification:

• Master’s degree or equivalent in International Relations, Communications, Public Relations, Public Affairs, Social Sciences, Public Administration, Business Administration or related field 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. 
• A project/programme management certification would be an added advantage.

Experience:

• At least five years of progressively responsible experience in international/regional organizations and communications/public relations required. 
• International development work preferably focused on, or strongly involving Women Peace and Security or Humanitarian work at national, regional, and international levels is required. 
• Experience in results-based management is required. 
• Experience in internal and external communication is required. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required. 
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. 
• Prior experience with the UN or other international organization working in capacity as Assistant/Adviser to senior management is desirable. 
• Prior experience in the UN System and/or a Fund 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/job/24770

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