Executive Associate Consultant

Background

The Strategic Partnerships Division (SPD) is responsible for proactively driving the strategic positioning of UN Women so that the size, sources and predictability of its resources help the organization achieve its strategic goals.?Advising and supporting UN Women HQ and field offices, SPD is organized into the directorate and three functional sections:  the Public Partnerships Section (PPS) -including Liaison Offices in Brussels, Copenhagen, Tokyo, and Abu Dhabi; the Multi Stakeholder Partner Engagement and Advisory Section (MPAS), and Communications & Advocacy Section.?Given the scope and interrelationships of SPD functional responsibilities, the work of SPD is highly synergistic, involving constant and direct interaction and information-sharing among team members, to provide high-quality advice, services and support to UN Women as it strives to achieve resource mobilization goals set by the Strategic Plan 2022-2025, and ensure donor satisfaction in the context of an evolving range of related expectations and obligations to key donors, and necessary actions for overall strengthened donor relations.  

Reporting to the Director of the Strategic Partnerships Division, the Consultant 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 SPD Business Center 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

The consultant will work under the overall supervision of the SPD Director, in close coordination with the Operations Analyst in the SPD Directorate and will be a member of the SPD Business Center Team.

He/she will provide executive support to the 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.
• 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 in the Global Service Tracker system;
• 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.
• 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.
• Master the budget tools and provide support to the Director in budgeting and budget monitoring in coordination with SPD Business Center.
• Provide back-up support in other areas related to the operations and planning team in SPD Business Center.

Competencies

• Demonstrated integrity and fairness, upholding of UN values and ethical standards, commitment to UN Women mission, vision, values and strategic goals;
• Demonstrated sensitivity, discretion, tact and courtesy in relation to gender equality and women’s rights, development principles and projects;
• Highest standards of integrity, discretion and loyalty;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly and without favoritism;
• Understanding of UN Women procedures, rules and regulations is an asset.
• 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

Education:

• High school diploma or equivalent required;
• 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; 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
• Knowledge and experience with ERP systems is preferred.

 Language:

• Fluency in both written and spoken English;
• Ability to work in other UN languages will be an asset.