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Executive Associate

New York City

  • Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: New York City
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed

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 Division of Management and Administration is responsible for the planning, allocation and management of financial, human and administrative resources including information communications and technology, the effective and efficient delivery of essential operations services in UN Women, continuous development and improvement in operations, policies, and methods to align with UN Women and stakeholders' evolving business needs and advisory support to the Executive Director in the formulation and implementation of the UN Women overall mission, strategy and plans of actions.

 

Reporting to Director and Deputy Director, the Executive Associate is responsible for providing a variety of executive administrative support to the Directorate of the Division of Management and Administration maintaining full confidentiality in all aspects of assignment and, in close coordination with other HQ Division and field offices, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

,

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 Division of Management and Administration is responsible for the planning, allocation and management of financial, human and administrative resources including information communications and technology, the effective and efficient delivery of essential operations services in UN Women, continuous development and improvement in operations, policies, and methods to align with UN Women and stakeholders' evolving business needs and advisory support to the Executive Director in the formulation and implementation of the UN Women overall mission, strategy and plans of actions.

 

Reporting to Director and Deputy Director, the Executive Associate is responsible for providing a variety of executive administrative support to the Directorate of the Division of Management and Administration maintaining full confidentiality in all aspects of assignment and, in close coordination with other HQ Division and field offices, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

,Provide executive support to the Director and Deputy Director, DMA\:
  • Manage the Director’s and Deputy Director’s calendar, and schedule of appointments and meetings;
  • Arrange travel and hotel accommodations and other logistics for the Director and Deputy Director;
  • Answer and screen calls for the Director and Deputy Director with tact and discretion;
  • Manage administrative files on the Director and Deputy Director mission travel and mission reports;
  • Research files, collect information and organize materials to meet the Director and Deputy Director requests. 
Provide administrative support to the Director and Deputy Director, DMA\:
  • 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 and Deputy Director for meetings, missions and other key events;
  • Organize and monitor the office filing system;
  • Follow up with the Director and Deputy Director on deadlines and commitments.
Provide effective communication and information management support to the Director and Deputy Director, DMA\:
  • Facilitate flow of information and communication between the DMA Directorate and other units within or outside of UN Women;
  • Review, prioritize and route correspondence to and from the DMA Directorate; take proactive follow-up action and keep the DMA Directorate team members 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 Director’s and Deputy Director’s external relations activities\:
  • Facilitate the Director’s and Deputy 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. 
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.

,Provide executive support to the Director and Deputy Director, DMA\:
  • Manage the Director’s and Deputy Director’s calendar, and schedule of appointments and meetings;
  • Arrange travel and hotel accommodations and other logistics for the Director and Deputy Director;
  • Answer and screen calls for the Director and Deputy Director with tact and discretion;
  • Manage administrative files on the Director and Deputy Director mission travel and mission reports;
  • Research files, collect information and organize materials to meet the Director and Deputy Director requests. 
Provide administrative support to the Director and Deputy Director, DMA\:
  • 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 and Deputy Director for meetings, missions and other key events;
  • Organize and monitor the office filing system;
  • Follow up with the Director and Deputy Director on deadlines and commitments.
Provide effective communication and information management support to the Director and Deputy Director, DMA\:
  • Facilitate flow of information and communication between the DMA Directorate and other units within or outside of UN Women;
  • Review, prioritize and route correspondence to and from the DMA Directorate; take proactive follow-up action and keep the DMA Directorate team members 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 Director’s and Deputy Director’s external relations activities\:
  • Facilitate the Director’s and Deputy 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. 
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.

,
  • Timely and quality support to the Director and Deputy Director;
  • Quality presentation of information;
  • Quality and timely organization of events/ meetings;
  • Adherence to protocol.

,
  • Timely and quality support to the Director and Deputy Director;
  • Quality presentation of information;
  • Quality and timely organization of events/ meetings;
  • Adherence to protocol.

,
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.
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.

,
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.
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.

,Education\: 
  • Completion of secondary education is required;
  • Bachelor’s degree in business administration or public administration is an asset;
  • Candidates who do not have a university degree or an accredited certification in a related area will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.
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;
  • Experience with the ATLAS system is an asset.
Languages\:
  • Fluency in English is required;
  • Knowledge of the other UN official working language is an asset.





,Education\: 
  • Completion of secondary education is required;
  • Bachelor’s degree in business administration or public administration is an asset;
  • Candidates who do not have a university degree or an accredited certification in a related area will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.
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;
  • Experience with the ATLAS system is an asset.
Languages\:
  • Fluency in English is required;
  • Knowledge of the other UN official working language is an asset.





This vacancy is now closed.
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