UN WOMEN Jobs - 63563- UN Women: Consultant

UN Women: Consultant - Administrative Assistant

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

Application Deadline :

10-Feb-16 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

3 months

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

Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women 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 centre of all its efforts, UN Women is expected to lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Director, Programme Division, reports to the Assistant Secretary-General, Policy and Programme Bureau, who provides overall intellectual strategic direction and guidance. The Director is responsible for providing direction and leadership in the strategic planning of all technical guidance and support services in the key areas of work that are provided by the Division, as well as the management and oversight of work in progress to ensure delivery according to timeline, plans, performance standards and objectives. The Director also serves as a member of the Executive Director’s senior management team and provides advice and counsel in UN Women strategic discussions and development and policy setting.

Duties and Responsibilities

Expected Summary of Key Functions:

The Administrative Assistant reports to the Director, Programme Division, and is responsible for providing support to the Director flow of information and communication to and from the office of the Director to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the Director’s easy access and use.

Duties and Responsibilities

Administrative support;
Administration of information and communication in the Director's Office.

Administrative support:

Manage the Director's calendar of activities, events and travels. Prioritize and schedule requests for meetings with the Director;
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;
Facilitate the Director's interaction with various external partners such as, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices;
Organize official events and meetings hosted by the Director and oversee the timely and efficient completion of administrative and logistics arrangements.

Administration of information and communication in the Director's Office:

Review, prioritize and promptly route correspondence to and from the Office of the Director. Take proactive follow-up action and keep the Director and internal/external clients and stakeholders informed of status;
Review and verify completeness of required documentation and/or clearances (as appropriate) prior to submission for the Director's approval/signature;
Respond and/or direct queries to the appropriate office for timely action and/or response;
Type and/or design presentation materials and other documents for the Director's meetings and events;
Draft routine correspondence;
Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication to and from the Office of the Director;
Follow up on deadlines, commitments made and actions taken. Coordinate the collection, verification, organization and/or submission of reports to and other briefing materials for the Director.

Impact of Results

The efficient and prompt delivery of services impact on a whole range services and operations in the Division and result in meeting client (internal / external) needs and satisfaction. The accurate analysis and presentation of information strengthens the capacity of the Director to act/respond promptly and appropriately.

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;
Demonstrating an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

Demonstrate and promote ethics and integrity by creating organizational precedents.

Organizational Awareness:

Build support for the organization and ensure political acumen.

Development and Innovation:

Support staff competence development, and contribute to an environment of creativity and innovation.

Work in teams:

Build and promote effective 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.

Communication and Information Sharing:

Create and promote an environment for open and 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:

Share knowledge across the organization and build a culture of knowledge sharing and learning.

Appropriate and Transparent Decision Making:

Ensure fair and transparent decision making processes and manage risk.

Functional Competencies:

Ability to perform a broad range of administrative activities aimed at effective and efficient functioning of the Director's office, including data/schedule management, maintenance of protocol, 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;
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.

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) and web based management systems;
Knowledge of ATLAS system and IPSAS will be an asset.

Language:

Fluency in English is required;
Proficiency in another UN working language is 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.

Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.