UN WOMEN Jobs - 55523- Executive Assistant - (Open to Kyrgyzstan National

Executive Assistant - (Open to Kyrgyzstan Nationals Only)

Advertised on behalf of

UN WOMEN

Location :

Bishkek city, KYRGYZSTAN

Type of Contract :

Service Contract

Starting Date :

01-Jun-2015

Application Deadline :

26-Apr-15 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

12 month

Languages Required :

English Russian

Expected Duration of Assignment :

Contract renewable subject to funds availability and performance

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 was established by GA resolution 64/289 of 2 July 2010 on system-wide coherence, with a mandate to assist Member States and the UN system to progress more effectively and efficiently towards the goal of achieving gender equality and the empowerment of women.

Since 2001 UN Women (previously as UNIFEM) in Kyrgyzstan has been implementing catalytic initiatives on promoting women’s economic, political and social rights. In 2012 a full Country Office was established.

The incumbent will be fully dedicated to the mandate and the values of UN Women, particularly to promoting Gender Equality as a strategy to secure peace, improve livelihoods and ensure fairness and justice; to Women Empowerment underpinning Gender Equality promotion efforts; to inter-ethnic tolerance and concord; and to respect for diversity.

The Executive Assistant works in close collaboration with both Programme and Operations teams of the UN Women Country Office and further liaises with national authorities to ensure efficient flow of information, and action on instructions.

Duties and Responsibilities

Under the direct supervision and guidance of the Representative

The Executive Assistant will:

Ensure effective and efficient functioning of the Representative’s office focusing on achievement of the following results:
Management of the Representative’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the Programme team;
Efficient and discreet management of the Representative’s schedule;
Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
Adherence to appropriate protocol and correspondence guidelines when communicating with Government and other external partners;
Administrative support to the close integration of the schedule and work of the Representative and the National Programme Officer.

Ensure provision of effective communications, programme and administrative support to the office focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required
Translation and interpretation;
Attend all programme and operational staff meetings, draft and circulate for finalization of these minutes and follow-up on decisions reached, documenting progress;
Support to advocacy efforts and to creating public awareness of the mandate and programme of UN Women;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Representative;
Draft routine correspondence, interoffice circulars, general briefing notes, documents,reports, and minutes of meetings when requested, translations when required;
Administration of travel, meetings, appointments and briefings of the Representative, including drafting of background notes;
Provides logistics support to programme needs; provide assistance in organizing and holding seminars, conferences, trainings, and meetings Ad-hoc administrative support to the Programme Team during peak work periods.

Provide support to knowledge building and knowledge sharing in the CO, focusing on facilitation of knowledge building and sharing through synthesis of lessons learnt and best practices, this in collaboration with all personnel.

Competencies

Corporate:

Demonstrates integrity by modeling the UN's values and ethical standard;
Promotes the vision, mission, and strategic goals of UN Women;
Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability.

Functional:

Knowledge Management and Learning

Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
Ability to analyse complex situations from a position of impartiality;
Ability to concisely and to the point document information and findings, targeting a specific audience.

Development and Operational Effectiveness

Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of the projects, managing data, reporting;
Ability to provide input to business processes re-engineering, implementation of new system including new IT based systems;
Good knowledge of Results Management Guide and Toolkit.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback;
Remains calm, in control and good humored even under pressure, uses skills of diplomacy;
Ability to prioritize and manage competing priorities, grasping the situation quickly;
Ability to conduct advocacy on sensitive issues, not avoiding but processing conflict.

Required Skills and Experience

Education:

Bachelor degree in the Social Sciences, in Business Administration or in one of the mandatory languages;
Specialized secretarial training or on office management desirable.

Experience:

Three years of progressively responsible secretarial, administrative and/or programme experience is required. A Master’s degree or higher in the Social Sciences, in Business Administration or in a relevant subject reduces the years’ of relevant experience; required by one year to a minimum of two years;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
Good numerical skills;
Experience in taking notes, writing reports, translating documents and translating between the mandatory languages.

Language:

Fluency in oral and written English and Russian;
Fluency in oral Kyrgyz and working knowledge of written Kyrgyz;
Knowledge of additional minority languages is an asset but not a requirement.

All online applications must include (as an attachment) the completed UN Women Personal History form (P11) which can be downloaded from http://www.unwomen.org/wp-content/uploads/2011/01/P_11_form_UNwomen.doc). Alternatively a UN or UNDP P11 can be filled. Kindly note that the system will only allow one attachment which must be the P11 or scan all the documents into one single file.

Applications without the completed P-11 form are incomplete and will not be considered for further assessment.