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 Executive Associate reports to the Representative for general guidance and supervision and is responsible for providing a variety of executive administrative support to the Representative and the Deputy Representative, in close coordination with the office management and staff, in managing the efficient flow of information and communication to ensure expeditious dissemination of information and timely action.

Duties and Responsibilities

Summary of Key Functions:

• Provides administrative support to the Representative and the Deputy Representative;
• Ensures provision of effective communications and information management support to the office;
• Supports to external relations activities;
• Supports facilitation of knowledge building and knowledge sharing.

Provides administrative support to the Representative and the Deputy Representative:

• Keep abreast of activities in UN Women and keep the Representative and/or Deputy Representative, as appropriate, informed for her/his/their attention, action or intervention;
• Provide administrative and programme support to the Representative and the Deputy Representative ensuring the smooth and efficient functioning of the Representative's office;
• Support the Representative and the Deputy Representative in the preparation and updating of his/her/their travel plans;
• Arrange travel/hotel accommodations and other logistics for the Representative and Deputy Representative;
• Assemble briefing materials and prepare power-points and other presentations including computer generated visuals such as graphs for the Representative;
• Undertake logistical administrative, and financial arrangements, in consultation with the Operations colleagues, for meetings, events and workshops organized by the Representative and the Deputy Representative;
• Administer and manage the office leave plans and attendance system;
• Manage the Representative’s and Deputy Representative’s calendar and schedule of appointments and meetings;
• Maintain the roster of the Representative's contacts for easy access and reference.

Ensures provision of effective communications and information management support:

• Facilitate the flow of information/communication between the Representative and other Units within and outside UN Women office;
• Recommend and/or establish systems and streamline procedures to enhance this flow of information/communication:
• Review, prioritize and route correspondence to and from the Office of the Representative:
• Take proactive follow-up action and keep the Representative informed;
• Promptly route all correspondence, directives and requests to the Representative for timely action and/or signature:
• Review correspondence for proper internal clearances prior to the Representative'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;
• Assist in the preparation and finalization of informal translations; may act as interpreter, as required.

Support to external relations activities:

• Facilitate the Representative's interaction with various external partners such as governmental officials, donors, civil society, un agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices;
• Responsible for protocol matters, receive high ranking officials, and answer calls/inquiries with tact and discretion;
• Organize official events/hospitality for the Representative;
• Perform any other duties, as may be required by the Representative.

Support facilitation of knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the Office and other offices/HQs;
• Systematic gaining and sharing of knowledge and experience related to administrative and operations support;
• Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the efficiency of the Representative’s office.  Accurate analysis and presentation of information strengthens the capacity of the Representative’s office and promotes the image of UN Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core values and Guiding Principles:

Integrity:

• Demonstrate 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 and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrate an international outlook, appreciating difference 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;
• Acting as a team player and facilitating team work.

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

Functional Competencies:

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Representative'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;
• Ability to establish, 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.

Required Skills and Experience

Education:

• Completion of secondary education required;
• University degree or equivalent in Business or Public Administration is an asset.

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.

Language:

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