UN Women: Executive Associate
New York City (United States of America)
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.
Reporting to the Director of the Strategic Partnerships, Advocacy and Communications Division , the Executive Associate is responsible for providing a variety of executive administrative support to the Director and Directorate, maintaining full confidentiality in all aspects of assignment and, in close coordination with the 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 Division Director:
- Manage the Director’s calendar, and schedule of appointments and meetings;
- Arrange travel and hotel accommodations and other logistics for the Director;
- Maintain a roster of the Director’s contacts; update electronic mailing lists;
- Answer and screen calls for the Director with tact and discretion;
- Research files, collect information and organize materials to meet the Director’s requests.
Provide administrative support to the Division Director:
- 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 Director’s for meetings, missions and other key events;
- Become the Directorate focal point on CRM: enter data in the CRM after meetings, and retrieve data as requested
- Organize and monitor the office filing system;
- Follow up with the Director on deadlines and commitments.
Provide effective communication and information management support to the Director’s office:
- Facilitate flow of information and communication between the Division and other units within or outside of UN Women;
- Review, prioritize and route correspondence to and from the Director’s office; take proactive follow-up action and keep the Director informed;
- Respond to and/or direct inquiries to appropriate teams for timely action/response;
- Review correspondence for proper internal clearances prior to the Director’s signature;
- 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.
Provide support to the Director’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;
- Receive and greet high ranking officials/visitors;
- Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.
Support budget development, tracking and monitoring:
- Master the budget tools and provide support to the Director in budgeting and budget monitoring.
Key Performance Indicators:
- Timely and quality support to the Director;
- Prompt turn around on scheduling and contact entries;
- Quality presentation of information and effective proofreading;
- Quality and timely organization of events/ meetings;
- Adherence to protocol.
- Respect for Diversity;
- Awareness and Sensitivity Regarding Gender Issues;
- 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: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
- Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
- Ability to perform work of confidential nature;
- Demonstrated capacity and interest to learn and adopt new IT systems, and expert practice of Microsoft Office tools;
- Good interpersonal skills and a team player;
- Quantitative skills to support budget tracking and development;
- Ability to create, edit, proofread, and present information in clear format, using appropriate IT functionality;
- Strong organizational skills;
- Ability to administer administrative processes and financial transactions, and proven ability to promptly learn and comply with administrative rules and regulations.
Required Skills and Experience
- Completion of secondary education is required;
- Bachelor’s degree in business administration or public administration is an asset.
- Completion of Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test before taking up assignment, is required where Bachelor degree is not achieved.
- 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; Experience with CRMs and/or with the ATLAS system is an asset;
- Experience with senior executives and/or senior level officials in the UN. A thorough knowledge of UN operations, structure and administrative procedures is an asset.
- Fluency in English is required;
- Knowledge of the other UN official working language is an asset.
Notes:GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York.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.
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.
Kindly note that the system will only allow one attachment, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.