UN WOMEN Jobs - 115771- Executive Associate

Executive Associate

Advertised on behalf of

UN WOMEN

Location :

Brasilia, BRAZIL

Type of Contract :

Service Contract

Starting Date :

20-May-2024

Application Deadline :

07-Apr-24 (Midnight New York, USA)

Post Level :

SB-4

Duration of Initial Contract :

12 months (one year)

Languages Required :

English Portuguese

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

I.Position Information

Job Title: Executive Associate
Unit/Office: Brazil CO
Duty Station: Brasília - DF
Reports to (Title/Level): Country Representative (P5) with matrix supervision of the Deputy Representative (NOD)

Contract Modality: Service Contract (SC)
Grade Level: SB 4/1

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 Rights, 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.

Reporting to Country Representative with matrix supervision of the Deputy Representative, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Country Representative and Deputy Representative in Brazil maintaining full confidentiality in all aspects of assignment and, in close coordination with the Brazil Country Office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

III.Key Functions and Accountabilities

1.Provide executive support to the UN Women Brazil Country Representative and Deputy Representative:

•Manage the UN Women Brazil Country Representative and Deputy Representative calendar, and schedule ofappointments and meetings;
•Arrange travel and hotel accommodations and other logistics for the UN Women Brazil Country Representative andDeputy Representative;
•Maintain roster of Brazil CO contacts; update electronic mailing lists;
•Answer and screen calls for the Brazil Country Representative and Deputy Representative with tact and discretion;
•Manage administrative files on the Brazil Country Representative and Deputy Representative mission travel and missionreports;
•Research files, collect information and organize materials to meet the Brazil Country Representative and DeputyRepresentative requests.
2.Provide administrative support to the UN Women Brazil Country 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;

2.Provide administrative support to the UN Women Brazil Country 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 Brazil Country Representative and Deputy Representative for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Brazil Country Representative and Deputy Representative on deadlines and commitments.

3. Provide effective communication and information management support to the Brazil CO:

• Facilitate flow of information and communication between the UN Women Brazil CO Representation Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Brazil Country Representative and Deputy Representative Office; take proactive follow-up action and keep the Brazil Country 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 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; act as interpreter as required.

4. Provide support to the Brazil CO Representation Office’s external relations activities:

• Facilitate the Brazil Country Representative 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;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

5. Contribute to knowledge building and knowledge sharin

• 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.

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: N/A

Competencies

IV. 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/en/about-us/employment/application-process#_Values

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 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:

• Post graduation course in business administration, public administration, social science or related fields or additional 4 years of relevant experience to the post beyond the requirement.

Experience

• At least 4 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; is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;

• Experience in the UN System is an asset.

Languages

• Fluency in English and Portuguese is required.
• Knowledge of Spanish is desirable.

VI.Recruitment Process Application and submission package

• In case of not mentioning the essential requirements in your application, your application will not be considered for evaluation and, therefore, will be discarded from the process. All applications must include in their application

1) Completed and signed UN Women Personal History form (P-11) in English which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc

• Interested candidates are requested to apply no later than 11:59 pm (NYC/ New York time) on 07/04/2024 by submitting applications only THROUGH ONLY to UNDP Jobs Platform (https://jobs.undp.org/ cj_view_jobs.cfm)

• Applications WITHOUT SIGNED P11 form and attached at UNDP Jobs will be treated as incomplete and will not be considered for further assessment.

• 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.)