Executive Associate (Consultant), HeForShe Initiative



Advertised on behalf of :

Location : New York, UNITED STATES OF AMERICA
Application Deadline :08-Mar-18 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
02-Apr-2018
Duration of Initial Contract :10 months
Expected Duration of Assignment :10 months

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.

Created by UN Women, the United Nations entity for gender equality and the empowerment of women, the HeForShe solidarity movement for gender equality provides a systematic approach and targeted platform where a global audience can engage and become change agents for the achievement of gender equality in our lifetime. This requires an innovative, inclusive approach that mobilizes people of every gender identity and expression as advocates, and acknowledges the ways that we all benefit from this equality. HeForShe invites people around the world to stand together as equal partners to craft a shared vision of a gender-equal world and implement specific, locally relevant solutions for the good of all of humanity. To learn more visit: www.heforshe.org

Under the direct supervision of the Senior Advisor to the Executive Director, the Executive Associate carries out varied and inter-related operational, financial and logistical activities ensuring high quality and accuracy of work. The Executive Associate is results and client-oriented producing administrative services of the highest quality in a timely and proactive fashion. 


Duties and Responsibilities

1. Provide executive support to the Senior Advisor and HeForShe team:

  • Manage an extremely active calendar of appointments;
  • Complete expense reports;
  • Compose and prepare correspondence that is at times confidential;
  • Arrange complex and detailed travel plans, itineraries, and agendas;
  • Compile documents for external missions.
  • Maintain files and databases for the section;
  • Respond or draft responses to a wide range of correspondence and other communications;
  • Maintain the section’s calendar/ schedule; monitor changes and communicate relevant information to staff inside and outside the section;

2. Contribute technically to the operations of HeForShe in accordance with UN Women rules and regulations and policies and strategies

  • Contribute to an annual workplan and assist with its implementation and monitoring;
  • Participate in review meetings and provide support to the assessment of the managerial and operational capacities of implementing partners in collaboration with the programme and technical team;
  • Provide substantive inputs to business process mapping and the establishment of internal standard operating procedures in all areas of the Operations Team’s functions;
  • Provide substantive inputs to the implementation of corporate, budget, financial, procurement, and HR policies and systems and support in the training of staff in HeForShe these issues;
  • Provide technical support and guidance to HeForShe management on operational issues;
  • Ensure a continuous and up-to-date flow of information between relevant teams at HQ

3. Contribute technically to the planning, expenditure tracking and auditing of financial resources in accordance with UN Women rules and regulations and policies and strategies

  • Oversee and monitor the tracking and auditing of financial resources including planning, monitoring, and verifications of fuds applied and making revising as necessary for the HeForShe initiative
  • Provide substantive inputs to the management of office and programme financial resources while exercising proper financial controls;
  • Review and verify accuracy and relevancy of the supporting documents for payments and financial reports;
  • Maintain data in Atlas and Donor Agreement Management System;
  • Prepare for internal and external audits and coordinating implementation of audit action plan by drafting periodic status update reports and collating supporting documents.

4. Contribute technically to the provision of Human Resources services in accordance with UN Women rules and regulations and corporate policies and strategies

  • Provide substantive inputs to recruitment processes and contract management; liaise with the HQ as necessary;
  • Provide technical support to Senior Advisor of HeForShe as necessary and in collaboration with the HR Associate;
  • Process new staff check-in; serve as the focal person for submitting the ICT and Space Form;
  • Orient interns, consultants, or new staff to relevant administrative procures and practices.
  • Perform the role of HeForShe leave monitor.

5. Contribute technically to procurement processes in accordance with UN Women rules and regulations and corporate policies and strategies

  • Monitor and track HeForShe initiative transactions, as necessary, and in collaboration with the Procurement team at HQ;
  • Review procurement processes including submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement;
  • Provide substantive inputs to the preparation of procurement plans;
  • Ensure proper inventory control of assets and liabilities.

6. Provide administrative support to the HeForShe initiative’s travel and logistical arrangements:

  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents;
  • Create Travel Authorizations in ATLAS and process travel expense reports (F-10).
  • Manage the logistics of the initiative’s meetings, including booking conference rooms, arranging catering and travel, finalizing memoranda, list of participants, invitations; and facilitating contracts and building access for meeting participants, as necessary;
  • Attend meetings, prepare minutes, and monitor follow up activities, as requested.

7. Coordinate the audit process in accordance with UN Women rules, regulations, policies and procedures

  • Coordinate the pre-audit preparations for the HeForShe initiative to be audit ready and complete the pre-audit checklist;
  • Provide advice and technical support to Senior Advisor of HeForShe on audits;

8. Contribute to knowledge sharing

  • Ensure knowledge is shared and adequately applied to the Training Center and other units across the globe.

9. Provide technical backstopping to all operational aspects of the HeForShe initiative. 


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

FUNCTIONAL COMPETENCIES:

  • Good knowledge of administrative and financial rules and regulations;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to extract and interpret data;
  • Ability to manage business processes re-engineering, and implementation of new systems;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong IT skills;
  • Ability to priorities work and to multi-task;

Ability to handle web-based management systems.


Required Skills and Experience

Education and Certification

  • Secondary Education.
  • University Degree in Business, Administration and Finance, would be desirable, but it is not a requirement.

Experience

  • 7 years of progressively responsible experience in administration, finance, procurement, human resources or logistic support services at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.)

Language Requirements 

  • Fluency in English is required.
  • Working knowledge of another official UN language 


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