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 Policy Programme and Intergovernmental Division (PPID) drives UN Women’s positioning as a global thought and practice leader on gender equality and women’s empowerment to deliver on the Sustainable Development Goals (SDGs) by:

• Connecting and consolidating UN Women’s knowledge and experience from across the field for normative policy advancements,
• Facilitating substantive thematic coordination across the UN System,
• Leading cutting-edge policy analysis based on data and evidence, and
• Providing technical advice to support field programming for impact at scale.

PPID enables UN Women to function as a globally networked and matrixed development organization that is equipped to deliver results as part of a repositioned UN development system where they are most needed in the field, including across the Humanitarian-Development-Peace nexus in protracted crises, conflict, post-conflict, humanitarian and disaster settings.

Reporting to the Special Assistant to the Director, PPID, the Executive Associate is responsible for providing executive administrative support to the PPID Directorate maintaining full confidentiality in all aspects of assignment and, in close coordination with the Directorate team, managing the efficient flow of information and communications to ensure expeditious dissemination of information and timely action.

Key Functions and Accountabilities:

Provide executive support to the Policy, Programme and Intergovernmental Division Directorate:

• Manage the PPID Director’s calendar, and schedule of appointments and meetings;
• Coordinate the smooth functioning of meetings, including setting up calls and videoconferences, preparing and reserving meeting rooms, oversee logistical details and ensuring the participation of relevant internal colleagues;
• Prepare and assemble briefing materials and PowerPoint presentations for the Director for meetings, missions and other key events;
• Arrange travel and hotel accommodations and other logistics for the PPID Director and Deputy Director;
• Maintain roster of internal and external Directorate contacts; update electronic mailing lists;
• Answer and screen calls for the Director and identify which matters should be brought to the attention of the Director and/or Directorate, with special emphasis on prioritization and deadlines;
• Manage administrative files on the Directorate’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Director’s request.

Provide administrative support to the Policy, Programme and Intergovernmental Division Directorate:

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Act as the leave monitor for the PPID Directorate and ensure timely recording of all staff’s leave;
• Use electronic office management systems for effective administration of the Directorate ensuring archiving of data and electronic back-up for the business continuity;
• Liaise with UN Women HQ Facilities and UN Women ICT team on behalf of the Directorate as needed.

Provide effective communication and information management support to the division:

• Facilitate flow of information and communication between the Directorate and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the Directorate, taking proactive follow-up action and keeping the Director informed;
• 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;
• Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks or streamline office procedures.

Provide support to the Director’s Office’s external relations activities:

• Facilitate the Director’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;
• 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;
• Keep abreast of new developments and/or changes in UN Women’s administrative and operational policies, procedures and guidelines and share them with the Directorate;
• Build and share knowledge and experience related to administrative and operations support.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

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 Values and Competencies Framework:

Functional Competencies:

• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
• Ability to administer administrative processes and financial transactions, and proven ability to promptly learn and comply with administrative rules and regulations;
• Ability to maintain confidentiality and discretion
• Ability to create, edit and present information in clear format, using appropriate IT functionality;
• Strong organization skills, including ability to organize and complete multiple tasks by establishing priorities;
• Good interpersonal skills and a team player, including ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly.

Recruitment Qualifications:

Education and Certification:

• Completion of secondary education 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 executive assistant work.

• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is required.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), and handling of web-based management systems is required.

• Experience in UN operations, structure and administrative procedures is desirable.

Languages:

• Fluency in English is required.

• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Statements :

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.)