UN WOMEN Jobs - 58581- UN Women: Correspondence and Editorial Associate,

UN Women: Correspondence and Editorial Associate, Office of the Executive Director

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

30-Jul-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

6 months

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.

The Correspondence and Editorial Associate reports to the Special Assistant to the Executive Director, UN Women for general guidance and supervision and is responsible for the effective and efficient management of executive correspondence and follow-up in the Executive Director’s office. The Correspondence and Editorial Associate also provides general support to the Special Assistant in the delivery of her/his duties, especially in managing flow of information and communication to ensure expeditious dissemination of information and timely action.

Duties and Responsibilities

Summary of Key Functions:

Correspondence management;
Editorial support;
Administrative and executive support;
Organization of events.

Description of Key Functions:

Correspondence management:

Log all incoming and outgoing correspondence;
Acknowledge receipt of incoming correspondence;
Submit correspondence to the Special Assistant for sorting;
Support the Special Assistant in prioritizing incoming correspondence requiring urgent attention;
Follow-up with colleagues based as per the Special Assistant’s instructions;
Keep track of pending items and remind relevant colleagues and/or the Special Assistant to ensure that all deadlines are met;
Gather invitations to be discussed in the Special Assistants coordination group and follow-up with relevant parties as per agreed; outcome on delegation of invitations, including by informing organizers of UN Women’s representation;
Dispatch letters to permanent missions, partners, and other stakeholders as per established protocols;
Suggest improvements to the correspondence management system.

Editorial support:

Draft official letters of acceptance, regret, congratulations, condolences, note verbales, and other standard letters for the review; and signature of the Executive Director, the Chief of Staff, or other UN Women officials;
Ensure quality control of draft letters submitted for the Executive Director’s signature, including formatting, grammar and spelling, correct salutations, in accordance with the UN Correspondence Manual;
Draft transmittal letters to Permanent Missions and other administrative correspondence;
Ensure that all clearances have been received from divisional directors and reviewed by the Chief of Staff or other relevant EDO colleagues prior to signature;
Print hard copies of final drafts and submit to Executive Associate for signature by the Executive Director;
Prepare standard format letters and guidance for colleagues on official letters;
Develop and roll-out an internal training programme for other administrative staff on the preparation of official letters.

Administrative and executive support:

Provide administrative support to the Special Assistant for the organization of meetings, travels, and other tasks as required;
Provide direct support to the Personal Assistant of the Executive Director to support the smooth functioning of meetings, including preparing and reserving meeting rooms, supporting logistical details, supporting travel arrangements, etc.;
Register, receive and escort external visitors to the Executive Director’s office;
Support the Special Assistant and Programme Specialist in combining the weekly request for inputs for the Executive Director’s briefing notes;
Support in assembling the Executive Director’s weekly folder and mission folders.

Organization of events:

Provide logistical and administrative support for the organization of events led by the EDO, such as management retreats, public events or side-events to intergovernmental meetings;
Support the drafting and dispatching of letters of invitations, follow up with invitees, and keep track of responses;
Provide logistical support for the reservation of rooms, preparation of materials and other tasks as required;
Support the Admin/Finance associate in drafting budgets for special events, organizing travel and/or making payments to vendors in line with rules and regulations.

Impact of Results

The Executive Director’s correspondence is processed in a timely and high quality manner and the Office of the Executive Director receives adequate administrative support.

Competencies

Core values/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.
Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core competencies:

Ethics and Values:

Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

Take charge of self-development and take initiative.

Work in 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.

Communicating and Information Sharing:

Facilitate and encourage open communication and strive for 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:

Manage and address conflicts proactively;
Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

Demonstrate informed and transparent decision making.

Functional Competencies:

Ability to perform a broad range of specialized activities 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, demonstrates 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 7 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;
Experience with government senior officials or senior level officials in the UN with a thorough knowledge of UN operations, structure and administrative procedures a distinctive advantage;
Completion of Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

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.

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

GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York.