Executive Associate

Details

Mission and objectives

UN Women supports UN Member States as they set global standards for achieving gender equality, and works with governments and civil society to design laws, policies, programmes and services needed to ensure that the standards are effectively implemented and truly benefit women and girls worldwide.

Context

Since the beginning of the Russian military invasion on 24 February 2022, Ukraine is rapidly emerging as one of the world’s most complex emergencies with over 3 million refugees already fleeing the country and with growing humanitarian crisis and needs. Women’s groups and civil society organizations have been quick to react to the immediate priorities of their communities, but face many challenges as they attempt to provide support to large numbers of internally displaced people, host-communities and those directly affected by violence and insecurity. Civil society, and particularly women’s organizations in Ukraine are in the front-line to deliver immediate humanitarian assistance to displaced women and girls. Displaced women and girls are facing multiple human rights violations, including sexual and gender-based violence.

Task description

Under the direct supervision of Country Representative the UN Volunteer will undertake the following
tasks:
1. Provide executive support to the UN Women Country Representative, Deputy Country Representative and Programme Coordinator
– Manage the calendars, and schedule of appointments and meetings;
– Arrange travel and hotel accommodations and other logistics;
– Maintain roster of CO contacts; update electronic mailing lists;
– Answer and screen calls for the Country Representative, Deputy Country Representative and Programme Coordinator with tact and discretion;
– Manage administrative files on the Country Representative, Deputy Country Representative and Programme Coordinator’s mission travel and mission reports;
– Research files, collect information and organize materials to meet the management requests.
2. Provide administrative support to the UN Women Country Representative, Deputy Country Representative and Programme Coordinator
– 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 meetings, missions and other key events;
– Organize and monitor the office filing system;
– Follow up with the Country Representative, Deputy Country Representative and Programme Coordinator on deadlines and commitments.
3. Provide effective communication and information management support to the CO
– Facilitate flow of information and communication between the UN Women Country Representative, Deputy Country Representative and Programme Coordinator and other units within or outside of UN Women;
– Review, prioritize and route correspondence to and from the UN Women management; take proactive follow-up action and keep the management informed;
– Respond to and/or direct inquiries to appropriate units for timely action/response;
– Prepare routine correspondence and interoffice circulars;
– 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.
4. Provide support to the Country Representative, Deputy Country Representative and Programme Coordinator’s external relations activities
– Facilitate the 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.
– Support with the management and coordination of activities in connection with high level visitors;
5. Contribute to knowledge building and knowledge sharing
– Provide administrative support for effective knowledge management and sharing;
– Build and share knowledge and experience related to administrative and operations support.
Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
– Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
– Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
– Provide annual and end-of-assignment self-reports on UN Volunteer actions, results and opportunities.
– Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
– Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
– Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.