Jobs - 34724- UN Women: Executive Associate

UN Women: Executive Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

19-Jan-13 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

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.

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. Placing women's rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Executive Associate reports to the Director of Programme Division, UN Women for general guidance and supervision and is responsible for providing a variety of executive administrative support to the Director and, in close coordination with the Special Assistant, in managing the efficient flow of information and communication to ensure expeditious dissemination of information and timely action.

Duties and Responsibilities

Administrative support
Manage the information and communication flow in the Director's Office
Support to external relations activities
Support to the Division's budget preparation and financial services and operations

Administrative support

Manage the Director's calendar of activities, events and travels. Schedule requests for meetings from staff and UN system and agency/external partners, e.g. government officials, members of Permanent Missions to the UN and other delegations. Follow appropriate protocol procedures in scheduling meetings and events;
Arrange travel/ hotel accommodations and other logistics for the Director;
Collect, review and organize briefing materials for the Director for appointments, meetings, official missions and other critical and key events;
Maintain the roster of Director's contacts for easy access and reference.

Manage the information and communication flow in the Director's Office

Review, prioritize and route correspondence to and from the Office of the Director. Take proactive follow-up action and keep the Director informed;
Promptly route all correspondence, directives and requests to the Director for timely action and/or signature.
Review correspondence for proper internal clearances prior to the Director's signature;
Respond and/or direct inquiries to the appropriate UN Women Unit for timely action and/or response;
Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
Facilitate the flow of information/communication between Director and other Units within and outside UN Women; Recommend and/or establish systems and streamline procedures to enhance this flow of information/communication, in close coordination with the Special Assistant to the Director;
Follow up on deadlines, commitments made, actions taken and coordinate the collection and submission of reports to Director.

Support to external relations activities

Keep abreast of activities in UN Women and keep the Director informed for her/his attention, action or intervention;
Facilitate the Director's interaction with various external partners such as ambassadors, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices;
Organize official events/hospitality for the Director.

Support to the Division's budget preparation and financial services and operations

Prepare materials, estimates and other documents to support budget review, planning and preparation;
Review the Division's operating budget to monitor expenditures for timely use as allocated and ensure compliance, completeness and accuracy of transactions according to rules, regulations, allocations and objectives. Keep the Director informed for timely intervention and/or action;
Maintain internal expenditures control system to ensure vouchers processed are matched and completed;
Review and verify accuracy of supporting documents for payments. Submit systematic financial report to the Director for management monitoring and/or action;
Prepare and/or recommend budget revisions to the Director's office budget.

Competencies

CORE VALUES / GUIDING PRINCIPLES

Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work;
Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

CORE COMPETENCIES

Ethics and Values: Demonstrate and safeguard ethics and integrity;
Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
Development and Innovation: Take charge of self-development and take initiative;
Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication;
Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others ;
Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution;
Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge;
Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making.

FUNCTIONAL COMPETENCIES

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Director's office, including data/schedule management, maintenance of protocol and information flow;
Ability to perform work of confidential nature and handle a large volume of work;
Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems;
Creates, edits and presents 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;
Establishes, builds and sustains effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
Ability to administer and execute financial processes and transactions;
Ability to extract, interpret, analyze data and resolve problems;
Ability to supervise and train support staff;
Ability to provide input to business processes re-engineering, implementation of new system.

Required Skills and Experience

Education:

Secondary education is required;
University Degree is an advantage but not required.

Experience:

A minimum of 6 years of administrative experience preferably in a large or international corporation or organization.
Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems.

Languages requirements:

Fluency in English is required.
Proficiency in another UN working language is highly desirable.

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.

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.