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.  

UN Women Rwanda has been working with the Government, UN Partners, Civil Society, the Private Sector, Development Partners and other key partners to promote gender equality and the empowerment of women and girls in the country through its programmatic interventions.

Reporting to the Operations Manager and overall oversight of the Country Representative for Rwanda Country Office, the Executive Associate is responsible for providing executive and HR administrative support to the UN Women Rwanda Country Office. He/she will be responsible for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance within the established deadlines and supporting recruitment and placement and other HR administration issues.

Duties and Responsibilities

Provide executive support to the UN Women Country Representative Rwanda Country Office:

• Manage the Country Representative’s Office calendar, and schedule of appointments and meetings; 
• Arrange travel and hotel accommodations and other logistics for the Country Representative; 
• Answer and screen calls for the Country Representative with tact and discretion; 
• Manage administrative files on the Country Representative mission travel and mission reports; 
• Review, prioritize and route correspondence to and from the Country Representative, take proactive follow-up action and keep the Country Representative informed;  
• Research, collect information and organize materials, prepare briefing materials and PowerPoint presentations for the Country Representative for meetings, missions and other key events.

Provide administrative support and logistical support to the Country Office:

• Facilitate flow of information and communication from the Country Representative; Follow up with the Country Representative on deadlines and commitments.
• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, workshops and prepare minutes and summaries for the Country Representative; 
• Provide administrative support to staff performance management and learning and development for the Country Office;
• Maintain and update internal HR and Executive office database and files in a confidential and secure manner;
• Assume overall responsibility for leave management; record management.
• Update position data in Quantum system, validate and coordinate local payroll and related issues;
• Create PO, Receipts and setting up suppliers in Quantum;
• Provide administrative coordination in the extension of contracts, processing of national benefits and allowances, and entitlements and separations;
• Input and track all transactions related to positions, recruitment, benefits, earnings/deductions, retroactivities, recoveries, adjustments and separations through Quantum system.

Facilitate and coordinate recruitment processes in full compliance with UN Women rules, regulations, and HR policies and guidelines:

• Draft job descriptions and vacancy announcements; assist in reviewing and processing requests for classification; 
• Screen candidates and facilitate and participate in interview panels as necessary;  
• Prepare recruitment recommendations/supporting documentation for the Central Review Board (CRB); 
• Prepare position establishment, liaise with headquarters and assure that action is completed;  
• Provide regular recruitment status reports; 
• Provide advice to local recruitments in programmes/projects when necessary. 

Provide support to the Country Representative’s external relations and HR activities:

• Facilitate the Country Representative’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. 
• Liaise with Regional Office in HR administration and staffing to disseminate information on a variety of HR matters.

Contribute to knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the office and other offices/Regional Office; 
• Prepare routine correspondence and interoffice circulars; review documents and reports for accuracy;
• Build and share knowledge and experience related to administrative and operations support;
• Organize training courses, workshops, information sessions, orientations and consultations for staff.

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

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: 

FUNCTIONAL COMPETENCIES:

• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow; 
• Good knowledge of administrative rules and regulations;  
• Strong knowledge of HR administration, processes and policies; 
• Ability to handle and perform work of confidential nature; 
• Ability to administer and execute administrative processes and transactions;
• Ability to provide inputs to business processes re-engineering, implementation of new systems;
• Ability to create, edit and present information in clear format, using appropriate IT functionality.

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. 

Experience:

• At least 6 years of progressively responsible experience with administrative and/or human resource management, 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 in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. 

Languages:

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

Application Process:

• Interested candidates will submit an expression of interest with their application.
• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: . 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.
• Only shortlisted candidates will be contacted. They will then be requested to submit a proposal for further consideration.

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.