UN Women: Administrative Analyst – Correspondence Management
New York City (United States of America)
Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work 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 Special assistant and in close coordination with the staff of the Executive Director’s Office (EDO) the Administrative Analyst will oversee the correspondence management, provide editorial support and provide executive support to support the effective operation of the Executive director’s office.
Duties and Responsibilities
Oversee Correspondence management:
- Develop and roll-out a hybrid process for correspondence management, blending the use of the sharepoint log system with traditional emails;
- Log all incoming and outgoing correspondence and acknowledge receipt;
- Review, analyze, prioritize and route incoming correspondence, with support from the Special Assistant as needed, for timely action and response;
- Solicit feedback from colleagues where needed either by automated requests or, depending on priority status or time constraints, in person, by phone or email;
- Keep track of pending items and follow up with relevant colleagues and/or the Special Assistant to ensure that all deadlines are met;
- Gather invitations to be discussed in the Special Assistants coordination group and follow-up with relevant parties as per agreed outcome on delegation of invitations, including by informing organizers of UN Women’s representation;
- Dispatch correspondence, including note verbales, to permanent missions, partners, and other stakeholders as per established protocols;
- Initiate, maintain and promote improvements to official correspondence process and system (both electronic and manual);
- Provide technical inputs to strengthen communication and correspondence management, including business process review and review of data bases.
Provide editorial support:
- Draft official letters of acceptance, regret, congratulations, condolences, note verbales, and other letters for the review and signature of the Executive Director (ED), the Chief of Staff, or other UN Women officials;
- Request and review drafts of substantive or technically complex letters from technical colleagues when appropriate;
- Ensure quality control of drafted letters submitted for the Executive Director’s signature, including formatting, grammar and spelling, tone, correct salutations, in accordance with the UN Correspondence Manual;
- Ensure that all clearances have been received from divisional directors and have been reviewed by the Chief of Staff or other relevant EDO colleagues prior to signature;
- Print hard copies of final drafts and submit to Executive Associate for signature by the Executive Director, when needed;
- Adapt and roll out the existing internal training programme for staff on the preparation of official letters.
Provide Executive Support:
- Provide ongoing substantive support to the Special Assistant with electronic correspondence pertaining to the ED’s commitments, and with the planning and organization of missions, including ensuring the timely preparation of mission reports;
- Provide substantive and practical support to the Special Assistant on requested issues ; make recommendations on possible strategies to ensure timely follow up on EDO commitments;
- Provide support to the Special Assistant to liaise between HQ and other offices of UN Women and the UN system, to obtain relevant information to support the analysis and appraisal of incoming documents for the Executive Director ensuring quality and relevance to subject and priority themes;
- Provide coordination, administrative and logistical support to the Special Assistant and the Personal Assistant of the ED for the organization of meetings, and events led by the EDO, such as management retreats, public events or side-events to intergovernmental meetings; support the smooth functioning of meetings, including preparing and reserving meeting rooms, supporting logistical details, supporting travel arrangements, etc.;
- Provide substantive and coordination support to the Special Assistant and Programme Specialist, as needed, with weekly requests for inputs for the Executive Director’s briefing notes.
Key Performance Indicators:
- Executive Director’s correspondence is processed in a timely and high quality manner;
- the Office of the Executive Director receives adequate administrative support;
- Timely follow up with relevant colleagues on correspondence and agreements;
- Special Assistant receives an adequate level of support with correspondence and incoming emails and other tasks as assigned.
- 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 maintain confidentiality and discretion;
- Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
- Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality;
- Ability to organize and complete multiple tasks by establishing priorities;
- Ability to handle a large volume of work possibly under time constraints;
- Ability to establish, build and sustain effective relationships with internal and external colleagues;
- Good understanding of the structure of the Secretariat as well as the agencies, funds and programmes;
- Good understanding of gender equality and women’s empowerment issues.
Required Skills and Experience
- Master’s degree in public administration, gender equality, management, social sciences or other related areas.
- At least 2 years of progressively responsible experience at the international level in managing complex and multi-component processes;
- Experience within the UN System with regard to protocols and systems for high-level correspondence;
- Experience in coordinating, executing monitoring and evaluating communication mechanisms is an asset;
- UN Women experience is an asset.
- Fluency in English is required;
- Knowledge of the other UN official working language is an asset.
- 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. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
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.