Manager – Office of Country Representative

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.

• Under the guidance and direct supervision of the Country Representative (CR), the Manager ensures effective and efficient functioning of the CR office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, close coordination with the communications team, and follow-up on deadlines and commitments made.
• The Manager works in close collaboration with the UN Women Operations and Programme teams, joint UN teams, cluster groups of UN agencies, etc. on internal and external exchange of information. The Office Manager will also support the CR’s social media and liaise closely with the communications team.
• This post serves as principal assistant to the CR carrying out broad administrative functions, including coordination and providing guidance to other appropriate staff and national authorities. S/he is expected to ensure efficient flow of information, actions on instructions, agendas and liaison with stakeholders.

Duties and Responsibilities

Ensures effective and efficient functioning and organization of the CR office focusing on achievement of the following results:

• Support the Office of the Representative, in coordinating activities, performing research, and preparing briefing materials, position papers and speeches;
• Track the status of the Representative’s action items;
• Keep abreast of issues and activities in relation to the Country Programme management, as well as emergency preparedness/response, partnerships, and donor relations, to provide timely and appropriate advice;
• Collaborate with internal and external counterparts, including the United Nations System and national partners, to ensure the smooth functioning of the CR’s office
• Manage the Representative’s front office, serving as the main point of reference on requests and problems;
• Prepare draft correspondence for the CR, including on sensitive matters;
• Oversee the overall functioning of the CR’s Office, including providing guidance to the Management Associate/Assistant in the effective management and coordination of the front office’s activities;
• Support the Country Representative on internal and external communication of UN Women in close collaboration with Communications.

Support and advice the Country Representative on programmatic, policy and managerial issues:

• Coordinate strategic prioritization of all communications addressed to the Country Representative, review and comment, suggest courses of action, monitor progress of preparation;
• Monitor and identify emerging policy and managerial issues in consultation with senior management;
• Prepare background briefing material for the Country Representative;
• Ensure routing of assignments to Sections and ensure completion by deadlines.

Maintain liaison with divisions and serve as contact between the Country Representative, and Senior Management:

• Establish and maintain effective liaison with senior management on policy as well as programmatic issues relevant to the Country Representative’s functions and responsibilities and keep abreast of key developments on strategic issues. Keep abreast of follow-up from Senior Management Team meetings;
• Manage the Country Representative’s Management Assoicate and the day-to-day commitments;
• Ensure prompt and efficient communication and coordination between the Country Representative and programme and operations teams;
• Review communication/correspondence for Country Representative approval;
• Draft correspondence for and on behalf of the Country Representative, including confidential correspondence, in close liaison with the UNW’s Divisions and relevant staff;
• Coordinate and plan the Country Representative’s official travel and keep in close contact regarding the substantive and logistical preparations required;
• Coordinate the Country Representative’s meetings, including the quarterly and monthly meetings with Division head, arrange the agenda and coordinate follow-up actions.

Advise and support the Country Representative with governments, delegations, senior UN officials, UN system organizations and non-governmental organizations:

• Facilitate effective communication and contacts between the Country Representative and these bodies/ organisations.

Coordinate and manage the Country Representative’s meetings and communication:

• Provide support to effective advocacy of UN activities and communications;
• Maintain all social media presence of the CR;
• Take part in communications meetings and support coordination;
• Coordinate strategic prioritization of all communications addressed to the Country Representative, review and comment, suggest courses of action, monitor progress of preparation;
• Prepare background briefing material for the Country Representative and ensure quality content and format of draft speeches, briefing notes, comments, and reports under the authority of Representative’s Office;
• Ensure facilitation of knowledge building and management focusing on  contributing to knowledge networks and communities of practice;
• Organize training to UN staff on coordination, administration and protocol issues.
• Undertake ad hoc assignments at the request of the Country Representative.

Key Performance Indicators:

• The key results have an impact on the efficiency of the CR office.  Accurate analysis and presentation of information strengthens the capacity of the CR office and promotes the image of UN Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Required Skills and Experience

Education and Certification:

• Master’s degree or equivalent in public administration, human rights, gender equality, management, social sciences, or other related areas 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.

Experience:

• Minimum 6 years of progressively responsible work in the area of administration and coordination.
• Programme experience and providing support to the Head of an Office, knowledge of protocol an added advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems.
• Experience in supporting a team.

Language Requirements:

• Fluency in English and Hindi is required.
• Working knowledge in another official UN language is an asset.

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=115998