Executive Associate - Local post for Nationals of Egypt

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.  

Through the Regional Office for the Arab States (ROAS) in Cairo, several country offices (COs), and multi-country offices (MCO) as well as programme Offices (POs) across the region, UN Women builds on a long history of support to governments, civil society, and other actors to deliver for women and girls.  We advocate for and enhance accountability to enhance women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights, particularly for marginalized groups of women.  Other programmes in the Arab States involve partnering with women in their efforts to engage in peace and reconstruction efforts and push for gender equality (GE) provisions integral to preparing for, mitigating, and responding to disasters and emergencies. To bolster gender-responsive budgeting and public planning, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sectors. 

Reporting to the REO Programme Specialist, the Executive Associate is responsible for providing various executive administrative support to the UN Women Regional Executive Office (REO), including the Regional Director and the Deputy Regional Director. The Executive Associates will maintain full confidentiality in all aspects of the assignment and manage 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 REO:

• Manage the UN Women Regional Director and Deputy Regional Director’s calendar, and schedule of appointments and meetings; 
• Arrange travel and hotel accommodations and other logistics for the UN Women Regional Director and Deputy Regional Director; 
• Maintain a roster of Regional Office contacts; update electronic mailing lists; 
• Answer and screen calls for the REO with tact and discretion; 
• Manage administrative files on the Regional Director’s and Deputy Regional Director’s mission travel and mission reports; 
• Research files, collect information, and organize materials as needed. 

Provide administrative support to the UN Women REO:

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

Provide effective communication and information management support to the REO:

• Facilitate the flow of information and communication between the UN Women REO and other units within or outside of UN Women;  
• Review, prioritize, and route correspondence to and from the UN Women REO; take proactive follow-up action and keep the Regional Director and Deputy Regional Director 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 REO’s external relations activities:

• Facilitate the Regional Director’s and Deputy Regional Director’s interaction with various external partners through written, verbal, and electronic communication, and 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, and 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, and reports, and maintain protocol and information flow; 
• Good knowledge of administrative rules and regulations;  
• Ability to perform work of a 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. 
• A 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; 
• 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 and Arabic is required. 
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian, or Spanish). 

Application:

Interested Individual Consultants must submit the following documents/information to demonstrate their qualifications:

• A cover letter with a brief presentation of your consultancy explaining your suitability for the work and a link to the portfolio of work;
• UN Women Personal History form (P-11) which can be downloaded from 

The above-mentioned documents should be merged in a standalone file including all of them since the online application submission only permits to upload of one file per application. Incomplete submissions can be grounds for disqualification.

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.

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.