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UN Women: Administrative Analyst – Planning, Scheduling and Correspondence

New York City

  • Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: New York City
  • Grade: Junior level - P-2, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Communication and Public Information
    • Women's Empowerment and Gender Mainstreaming
  • Closing Date: Closed

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 integrated Executive Office (EO) brings together the Executive Director, her Deputies and their teams. The EO supports the Executive Leadership Team (ELT) in the delivery of their functions, especially that of providing overall executive direction and leadership to UN Women. The EO supports the ELT in providing vision, establishing priorities, fostering coherence amongst the senior management team, leading advocacy, ensuring overall management, oversight and accountability.

Under the overall guidance of the Head of Office and the direct supervision of the Special Assistant to the Executive Director, the Planning Analyst oversees and directly manages correspondence addressed to the Executive Director; ensures coordination and coherence between the schedules of the Executive Director and her deputies; oversees delegation of important meetings to other members of the Senior Management Team; and provides executive support to the Executive Director as part of her direct support team.

Duties and Responsibilities

Oversee Correspondence management:

  • Maintain, monitor and analyze the official correspondence management process and system; suggest, initiate and implements improvement;
  • Log all incoming and outgoing correspondence and acknowledge receipt, including by scanning the Executive Director’s inbox;
  • Review, analyze, prioritize and route incoming correspondence with support from the Head of Office and Special Assistant as needed, for timely action and response;
  • Keep track of pending items and follow up with relevant colleagues to ensure that all deadlines are met;
  • Dispatch correspondence, including note verbales, to permanent missions, partners, and other stakeholders as per established protocols;
  • Draft official letters for the review and signature of the Executive Director (ED), the Head of Office or other UN Women officials;
  • Request, review and analyze drafts of substantive or technically complex letters from technical colleagues;
  • Ensure quality control of letters submitted for the Executive Director’s signature, including formatting, grammar and spelling, tone, correct salutations, in accordance with the UN Correspondence Manual; coach and guide colleagues accordingly;
  • Ensure that all clearances have been received from divisional directors and have been reviewed by the Head of Office prior to signature;
  • Ensure that the Executive Director is informed of important correspondence in a timely manner.

Provide coordination support on executive scheduling:

  • Provide coordination support in the management of the ED’s daily calendar;
  • Gather invitations to be discussed in the EO coordination group and consult with relevant colleagues to ensure the appropriate level of UN Women representation in key events and meetings;
  • Follow-up with relevant parties as per agreed outcome on delegation of invitations, including by informing organizers of UN Women’s representation;
  • Provide coordination and technical inputs to ensure coherent planning of daily and mission schedules for the Executive Director and her Deputies by foreseeing gaps and overlaps in presence at HQ and mission travel, as well as ensuring representation in recurring internal and external meetings.

Provide executive support and support substantive briefings:

  • Request briefing materials for the ED’s appointments, meetings and other critical and key events;
  • Monitor and Follow up with colleagues to ensure timely submission of briefing materials, check quality, anticipate and flag issues to the Special Assistant or Head of Office;
  • 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 inputs to the timely finalization and delivery of the ED’s briefing book, in consultation with the Special Assistant, Personal Assistant and Executive Associate.

Key Performance Indicators: 

  • Official UN Women correspondence is processed in a timely and high-quality manner;
  • The schedules of the Executive Leadership Team are well coordinated and aligned; 
  • UN Women is well represented in key events;
  • The Executive Director receives high quality briefing materials in a timely manner.

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: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Functional Competencies:

  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the ED’s office, including data/schedule management, maintenance of protocol and information flow;
  • 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;
  • Demonstrated affinity with UN Women’s mandate.

Required Skills and Experience

Education: 

  • Master’s degree in public administration, gender equality, management, social sciences or other related areas;
  • A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience: 

  • 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;
  • Prior experience working in an executive office is an advantage.

Languages: 

  • Fluency in English is required; 
  • Knowledge of the other UN working language is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=558. 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.

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.

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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
This vacancy is now closed.
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