UN Women: 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.  

Placing women’s rights at the centre of all its efforts, UN Women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

Under the supervision of the Senior Advisor to the Deputy Executive Director , the incumbent is responsible for providing support to the ASG through the administration and execution of a variety of activities and transactions to ensure the efficient flow of information and communication to and from the office of the ASG to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the ASG’s easy access and use.

Duties and Responsibilities

Provide executive support to the ASG:

• Under the guidance of the Senior Advisor/Special Assistant screen all in-coming correspondence by identifying which matters should be brought to the immediate attention of the ASG or which may be appropriately referred to other officials within the Bureau;
• Anticipate the ASG’s requirements for background materials in all areas of responsibility, and ensure briefing materials for appointments, meetings and missions are complete, duly organized and up-to-date;
• Under the guidance of the Senior Advisor/Special Assistant maintain/ manage the ASG’s calendar and schedule appointments and meetings as necessary based on knowledge of the ASG’s workload and current priorities;
• Make all necessary logistical and administrative travel arrangements for the ASG and ensure that all concerned are informed of travel arrangements and scheduled activities;
• Respond to other ad hoc requests for information.

Provide administrative and logistical support to the office of the ASG:

• Coordinate and maintain the administrative and protocol procedures of UN Women and ensure that these are applied in the Bureau;
• Establish and maintain the filling system of the Bureau ensuring proper indexing and logging of correspondence and reports and safekeeping of confidential materials;
• Liaise with senior officials in the Bureau in following up and reminding staff members of deadlines for commitments and work assignments and coordinate the collection and submission of reports;
• Ensure that materials submitted for the Assistant Secretary-General’s consideration comply with established administrative procedures and are accurate and complete that correct reporting procedures are followed;
• Determine work priorities for secretarial staff and establish deadlines.

Provide administrative support to the office communications:

• Periodically review the efficiency of current administrative procedures and make proposals to eliminate communication bottlenecks or streamline office procedures;
• Review out-going correspondence and reports prepared by other staff members for grammatical accuracy and adherence to formal clearance and reporting requirements;
• Select, from among documents and papers regularly received in the office, those which may be of particular interest to the ASG, or other staff as relevant.

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 asset.

Experience:

• At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience, preferably in a front office is required.

• Experience working for senior officials in the United Nations, including contact with diplomatic personnel is highly desirable.

• 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:

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.

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.)