Executive Associate SB3.5

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 work of UN Women in Moldova is guided by its new Country Strategic Note 2023-2027, aligned with the UN Sustainable Development Cooperation Framework for Moldova 2023-2027 (UNSDCF), UN Women Global Strategic Plan, National Programs and Strategies and aims to contribute to the gender-responsive implementation of the 2030 Agenda for Sustainable Development. The Strategic Note focuses on four main areas: 1) Ending Violence against Women; 2) Women’s Leadership and Governance; 3) Women’s Economic empowerment and 4) Humanitarian and Peace development nexus and UN Coordination on gender equality. 

In this regard, UN Women will continue supporting the country to translate the global norms and standards for gender equality and women’s empowerment into the national normative and policy frameworks; to mainstream gender perspectives in all thematic areas; and promote coordination and coherence across the UN system to enhance accountability and results for gender equality and women’s empowerment, all together allowing UN Women to link global, national, and local actors to create an enabling environment for the achievement of gender equality and women’s empowerment.

Reporting to Country Representative, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Country Representative maintaining full confidentiality in all aspects of assignment and, in close coordination with the Country Office (CO) office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines. 

Duties and Responsibilities

Provide executive support to the UN Women Country Representative:

• Manage the UN Women Country Representative’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative;
• Maintain roster of CO contacts; update electronic mailing lists;
• Answer and screen calls for the Country Representative with tact and discretion;
• Manage administrative files on the Country Representative’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Country Representative’s requests.

Provide administrative support to the UN Women Country Representative:

• 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 Country Representative for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Country Representative on deadlines and commitments.

Provide effective communication and information management support to the CO:

• Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative 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;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

Provide support to the Country Representative’s Office’s external relations 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.

  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.

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;
• 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 advantage.

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 in the use of a modern web-based ERP System, preferably Oracle Cloud is an advantage.

Languages

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

 

APPLICATION PROCESS AND SUBMISSION PACKAGE 

Interested candidates are invited to submit applications with the following documents. 

• Motivation letter;
• Duly filled UN Women Personal History form (P-11) which can be downloaded from:  . Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Kindly note that the system will only allow one attachment.

Only short-listed applicants will be contacted. 

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.