UN WOMEN Jobs - 104250- Executive Associate

Executive Associate

Advertised on behalf of

UN WOMEN

Location :

Pretoria, SOUTH AFRICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

24-Jan-22 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One year with possibility of renewal

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.

Reporting to the Representative and Deputy Representative, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Representative and the Deputy Representative for effective and efficient management of the Multi-Country Office and any other related business as required. Executive administrative support involves maintaining full confidentiality and discretion and, in close collaboration with management and staff, ensures inter alia, organization and scheduling of meetings; management of information and communications for expeditious dissemination, timely action and compliance with established deadlines.

Duties and Responsibilities

Provide executive support to the UN Women Representative and Deputy Representative:

Manage the UN Women Representative and Deputy Representative’s calendars, and schedule of appointments and meetings;
Ensure Representative and Deputy Representative are adequately prepared for meetings (with talking points/remarks and presentations) in a timely manner;
Arrange travel, hotel accommodation and other logistics for the Representative and Deputy Representative;
Support establishment and maintenance of Office’s electronic filing system; Maintain roster of MCO contacts; ensure update of electronic mailing lists;
Manage correspondence/calls directed to the Representative and Deputy Representative with tact and discretion;
Manage administrative files on the Representative and the Deputy Representative mission travel and mission reports;
Research files, collect information and organize materials to meet the Representative’s and Deputy Representative’s requests.

Provide administrative support to the UN Women Representative and Deputy Representative:

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 Representative and Deputy Representative for meetings, missions and other key events;
Organize and monitor the office filing system;
Ensure follow up with the Representative and Deputy Representative on deadlines and commitments.

Provide effective communication and information management support to the MCO:

Facilitate flow of information and communication between the UN Women Representative and Deputy Representative’s Offices and other units within and/or outside of UN Women;
Review, prioritize and route correspondence to and from the UN Women Representative and Deputy Representative’s Office ; take proactive follow-up action and keep the Representative and Deputy Representative informed;
Respond to and/or direct inquiries to appropriate units for timely action/response;
Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
Maintain; organize and keep 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; act as interpreter as required.

Provide support to the Representative and Deputy Representative’s Office’s external relations activities:

Facilitate the Representative’s and Deputy Representative’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;
Ensure protocols are observed as necessary; receive high ranking visitors/official;, coordinate logistical arrangements related to visits/missions.

Contribute to knowledge building and knowledge sharing:

Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
Build and share knowledge and experience related to administrative and operations support.

Competencies

Core Values:

Respect for Diversity;
Integrity;
Professionalism.

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues;
Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies

Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
Good knowledge of administrative rules and regulations;
Ability to maintain confidentiality;
Ability to create, edit and present information in clear format, using appropriate IT functionality;
Ability to initiate and implement administrative/business processes.

Required Skills and Experience

Education and certification:

Completion of secondary education is 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 the ATLAS system is an asset.

Language Requirements:

Fluency in oral and written English is required;
Knowledge of the other UN official working language is an asset.

Note:

Please note that applications without a completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

UN Women Personal History form (P-11) can be downloaded from https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc

UNWOMEN 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.