I. Position Information
Job Title: Executive Assistant
Department: UN Women Brazil CO
Reports to: Country Representative
Type of Contract: Service Contract - Current Grade: SB3
Duty Station: Brasília
II. Organizational Context
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 UN Women Country Programme in Brazil is implemented in line with the national development priorities, as well as in the framework of the international commitments to gender equality and empowerment of women, as well as the UN frameworks and instruments on Human Right, of which Brazil is signatory, such as the CEDAW, CERD, Beijing Platform for Action, Durban Action Plan, Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security. It is aligned with the United Nations Sustainable Development Partnerships Framework.
The UN Women Country Office in Brazil focuses on three key areas:
1. Women lead, participate in, and benefit equally from governance systems
2. Women have income security, decent work, and economic autonomy
3. All women and girls live a life free from all forms of violence
UN Women also coordinates and promotes the UN system’s work in advancing gender equality. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.
Reporting to the to the Country Representative, the Executive Assistant is responsible for providing a variety of executive administrative support to the Country Representative with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Executive Assistant to the Country Representative works in close collaboration with UN Women staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
1. Provide executive support to the UN Women Country Representative and Deputy Representative
• Manage the UN Women Country Representative’s and Deputy Representative’s calendars and schedules of appointments and meetings;
• Arrange travel and hotel accommodations for the UN Women Country Representative and Deputy Representative;
• Assist with protocol and other tasks related to the diplomatic status of the Representative, including visas, identity cards, and other documents, facilitate communication and follow-ups with the respective state institutions and officials;
• Answer and screen calls for the Country Representative and Deputy Representative with tact and discretion;
• Maintain roster of Country Office contacts.
2. Provide administrative support to the UN Women Country Representative and Deputy Representative
• Provide administrative support for meetings, events, and workshops;
• Organize and attend meetings, prepare minutes and summaries, provide interpretation when required;
• Assemble briefing materials and prepare PowerPoint presentations for the Country Representative and Deputy Representative for meetings, missions, and other key events; translate documents when required;
• Maintain calendar of Country Office events and missions;
• Organize shipments and mailing of documents and other materials;
• Act as Travel Processor, when required.
3. Provide effective communication and information management support to the Country Representative and Deputy Representative
• Facilitate flow of information and communication between the UN Women Country Representative’s and Deputy Representative's and other units within or outside of UN Women;
• Answer, screen and route telephone calls;
• Review, prioritize, and route correspondence, including via electronic e-mail;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Draft routine correspondence and interoffice circulars;
• Facilitate document workflow; maintain and organize up to date files for easy access and retrieval; ensure safekeeping of confidential materials.
4. Provide support to the Country Representative Office’s external relations activities
• Facilitate the Country Representative’s and Deputy Representative’s interactions with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Meet and greet officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate travel and logistical arrangements related to visits.
5. 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.
• Respect for Diversity
• Awareness and Sensitivity Regarding Gender Issues
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example
• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
• Knowledge of administrative rules and regulations;
• Ability to perform work of confidential nature;
• Ability to create, edit, and present information in clear format, using appropriate IT functionality;
• Ability to administer administrative processes.
Required Skills and Experience
V. Recruitment Qualifications
Education and certification:
Bachelor’s degree in business administration, executive secretariat, or public administration, or additional 3 years of relevant experience to the post, beyond the requirement.
• At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
• Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems; is an asset;
• Experience with Quantum system is an asset.
• Fluency in English and Portuguese is required;
• Knowledge of Spanish is desirable.
Due to the large number of applications received, only the selected applicant(s) will be notified.
Applicants with employment in public institutions will need to present evidence of leave without pay.
Applicants must not be related (mother, father, sister, brother, son, or daughter) to United Nations staff members. Applicants must be Brazilian nationals.
All candidates must complete the online applications with P11 form at UNDP Jobs website (Careers | United Nations Development Programme) no later than 11:59 pm 12/10/2023.
Completed and signed UN Women Personal History form (P-11) in English is request, which can be downloaded from http://www.onumulheres.org.br/wp-content/uploads/2021/07/P_11_form_UNwomen-JUL-2021.doc
NOTE: Applicants that do not complete the online application and send the supporting documents will not be considered. Applicants that fail to provide evidence of the information given in the online form and/or P-11 form will be disqualified.
Diversity and Inclusion: At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need. If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application. UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)