UN WOMEN Jobs - 68202- Executive Associate to the Regional Director (For

Executive Associate to the Regional Director (For Egyptian Nationals only)

Advertised on behalf of

UN WOMEN

Location :

Cairo, EGYPT

Type of Contract :

FTA Local

Starting Date :

01-Nov-2016

Application Deadline :

09-Sep-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One year

Languages Required :

Arabic English

Expected Duration of Assignment :

One year

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

The 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. Placing women’s rights at the centre of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

The Regional Office for Arab States (ROAS) in Cairo, Egypt will provide integrated policy and technical support to United Nations Country Teams (UNCTs) where UN Women has no ongoing field presence to enable UN Women participate more effectively in the UN Regional Directors Teams and regional coordination mechanisms.

Under the guidance and direct supervision of the Regional Director, the Executive Associate ensures effective and efficient functioning of the management office, 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 Associate can supervise the secretarial and clerical staff of the office. The Executive Associate works in close collaboration with UN Women staff in the Regional Office, Country Offices and HQ, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Summary of key functions:

Effective and efficient functioning of the regional director office;
Effective communications support to the regional director office;
Facilitation of knowledge building and management.

Ensures effective and efficient functioning of the regional director office focusing on achievement of the following results:

Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Maintenance of protocol procedures;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Preparation of informal translations;
Management of Regional Director missions and meeting schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of Regional Director for his/her signature and making follow-up when required;
Use of automated office management systems for effective functioning of the management office;
Review, prioritize and promptly route correspondence to and from the management office. Take proactive follow-up action and keep management and internal/external clients and stakeholders informed of status;
Review and verify completeness of required documentation and/or clearances (as appropriate) prior to submission for the Director’s approval/signature;
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 management´s meetings and events;
Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials;
Recommend and/or establish systems and streamline procedures to enhance the flow of information/communication to and from the management office;
Follow up on deadlines, commitments made and actions taken. Coordinate the collection, verification, organization and/or submission of reports to and other briefing materials for management.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
Coordination of the information flow in the office, follow up on circulation files;
Facilitation of information sharing within the regional office and between other country offices in the region;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Regional Director;
Screening of all incoming calls and correspondence;
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice;
Organization of specialized trainings for secretaries;
Organization of trainings to UN staff on coordination, administration and protocol issues.

Impact of Results:

The key results have an impact on the efficiency of the regional director office. Accurate analysis and presentation of information strengthens the capacity of the regional director office and contributes to the overall success of the regional office. Incumbent’s own initiative is decisive in results of work and timely finalization.

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:

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 aimed at effective and efficient functioning of the UN Women Representative's office, including data/schedule management, maintenance of protocol and information flow;
Ability to perform work of confidential nature and handle a large volume of work;
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;
Ability to establish, builds and sustains effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
Ability to administer and execute financial processes and transactions.

Required Skills and Experience

Education:

Secondary school completion;
University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

A minimum of 6 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;
Successfully passed UN clerical examination (ASAT);
Knowledge of Atlas & IPSAS will be an asset.

Language Requirements:

Written and oral proficiency in Arabic and English is required.