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.
Part of the Strategic Partnerships Division (SPD), the Private Sector Partnerships Section leads UN Women’s engagement with the private sector, corporations, philanthropy, foundations, and individuals - both in terms of a substantive components and resource mobilization - and it drives a wide range of UN Women’s global initiatives: HeForShe, Women’s Empowerment Principles (WEPs) and Unstereotype Alliance (UA). It also leads the work with all UN Women National Committees, and on the development of the individual/digital giving as well as Advisory Services business line for private sector. PSP’ main aims are to ensure that UN Women develops and sustains high quality and impact focused partnerships to achieve maximum results for gender equality and women’s empowerment.
Under the supervision of the Chief, the Administrative Consultant is responsible for providing support to the Chief and the MPAS team through the administration and execution of a variety of activities and transactions to ensure the efficient flow of information and communication to and from the office of the Chief to facilitate timely action and decision making, arranging and scheduling meetings and events; and collecting, verifying and organizing information, materials and documentation for the Chief’s easy access and use. It is envisioned that PSP will establish a full-time staff post to provide administrative support to the Chief. In the interim, the temporary support from a consultant is required to establish an administrative structure and corresponding practices for the Chief’s office, as well as the PSP team, and oversee their implementation.
Duties and Responsibilities
- Provide administrative support:
- Provide administrative support in planning, organization and implementation of a diverse range of activities such as webinars, annual meetings, workshops and conferences, also involving extensive liaison with internal and external stakeholders, such as UN entities, Member States, academia and civil society representatives;
- Provide administrative support for procurement; provide process guidance and support with preparation of documents.
- Manage the Chief’s calendar of activities, events and travels. Prioritize and schedule requests for meetings. Follow appropriate protocol procedures in scheduling meetings and events;
- Arrange travel, visa, and other logistics for the Chief and PSP Team, as well as PSP-event related travel and logistics.
- Follow up on travel claims for PSP staff and consultants;
- Collect, review and organize briefing materials for the Chief’s meetings, official missions and other activities, as requested.
- Preparation of official letters and similar communications materials, as requested, according to appropriate protocol procedures.
- Build and maintain solid relationships with internal and external stakeholders.
- Circulate team Mission and Leave Plan on a quarterly basis and submit to Chief for approval.
- Provide administrative support on financial and operational activities:
- Provide administrative support in the recruitment of PSP staff; including post establishment.
- Provide administrative support in the recruitment of PSP consultants and processing contracts ; in this regard, review and verify accuracy of supporting documents for payments.
- Provide support in the preparation of a variety of reports, including annual work plans, results, strategic notes, etc., and other communications products related to the responsibilities of the Chief
- Provide information management and communication support:
- Coordinate review and clearance process of publications with editors, designers, translation services, printing, etc. on finalization and publication of reports or documents in multiple languages, as requested;
- Review, prioritize and promptly route correspondence to and from the Chief. Take proactive follow-up action and keep the Chief and internal/external stakeholders informed of status of the events and issues concerned.
- Respond and/or direct queries to the appropriate office or staff member for timely action and/or response.
- Type and/or design presentation materials and other documents for the Chief’s meetings and events, draft routine correspondence;
- Review and verify completeness of required documentation and/or clearances prior to submission for the Chief’s approval/signature, if necessary;
- Maintain and organize up to date electronic files for easy access and retrieval. Ensure safekeeping of confidential materials and institutional records;
- Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication to and from the Chief.
- Follow up on deadlines, commitments made, and actions taken.
- Focal Point for GST Request system for approvals/clearances by the Chief.
Undertake other ad hoc duties and assignments at the request of the PSP Chief.
- Accurate administrative and coordination support provided on time, on scope and on budget;
- Timely management of office systems such as calendars, procurement processes, HR and finance.
- Timely and accurate support, planning and organization of events, webinars, workshops, and missions/travel;
- Successfully organized events, webinars and meetings with few to no logistical or operational issues;
- Quality presentations, communications, and reports;
- Full compliance of administrative activities with UN Women rules, regulations, policies and procedures.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Required Skills and Experience
Required Qualifications, Experience and skills:
- Secondary education is required; University Degree is an advantage, but not required;
- A minimum of 6 years of administrative support and office management
- Proven experience in planning and executing a diverse range of events, including webinars, annual meetings, expert group meetings, workshops and conferences is required.
- Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
- International experience working in the front office of a senior official in the United Nations or similar International Organization, providing direct administrative support is an advantage.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required; familiarity with UNW’s ERP system Quantum is an advantage.
Fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.