Re advertisement:Executive Associate



Advertised on behalf of :

Location : New York, UNITED STATES OF AMERICA
Application Deadline :26-Sep-18 (Midnight New York, USA)
Time left :1d 16h 44m
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
Duration of Initial Contract :1 year

All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA 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 or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. 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 or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

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 Executive Associate reports to the Chief of Staff, UN Women for general guidance and supervision and is responsible for providing a variety of executive administrative support to the Executive Director and in managing the efficient flow of information and communication to ensure expeditious dissemination of information and timely action. The Executive Associate works as part of the Executive Director’s team and, in particular, in close collaboration with the Personal Assistant to the Executive Director.


Duties and Responsibilities

Provide administrative support to the Executive Director

  • Provide coordination support to the management of the Executive Director’s calendar of activities, events and travels, In close collaboration with the Personal Assistant
  • Oversee and manage in-coming correspondence by identifying which matters should be brought to the immediate attention of the Executive Director.
  • Manage all travel arrangements, visa requests, hotel accommodations and other logistics for the Executive Director and colleagues in the Executive Office.
  • Collect, review and organize briefing materials for the Executive Director for appointments, meetings, official missions and other critical and key events.
  • Coordinate the smooth functioning of meetings, including preparing and reserving meeting rooms, supporting logistical details, etc, in collaboration with the Personal Assistant of the Executive Director,
  • Register, receive and escort external visitors to the Executive Director’s office.
  • Maintain a roster of key contacts for easy access and reference.
  • Backstop the Personal Assistant to the Executive Director as needed.

Provide editorial support

  • Draft and review official letters of acceptance, regret, congratulations, condolences, notes verbales, and other standard letters for the signature of the Executive Director;
  • 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;
  • Prepare standard format letters and guidance for colleagues on official letters

Support Provide support to the management the information and communication flow and ensure administrative and logistical support

  • Facilitate the flow of information/communication between the Executive Director, the Executive Director’s Office (EDO) and other units within and outside UN Women, in close coordination with the Executive Associate to the ED. Remind staff members of deadlines for commitments and work assignments and coordinating the collection and submission of reports
  • Ensure that materials submitted for the Executive Director’s consideration comply with established administrative procedures and are accurate and complete that correct reporting procedures are followed
  • Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks or streamline office procedures
  • Respond and/or direct inquiries to the appropriate UN Women Unit for timely action and/or response.
  • Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
  • Backstop other assistants in the Executive Director’s office as required.

Provide support to external relations activities

  • Keep abreast of activities in UN Women.
  • Facilitate the EDO’s interaction with various external partners such as ambassadors, donor country delegations, parliamentarians and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices.
  • Organize official events/hospitality for the Executive Director.
  • Organize events and arrange refreshments, meals and other aspects involved in hosting visitors, including ensuring that all official meeting rooms are kept to standard.

Provide any other support as requested by the Executive Director or Chief of Staff

 

Key Performance Indicators

  • Executive Director’s schedule is up-to date and travel schedule is well managed
  • Correspondence is well managed
  • Briefing materials and letters are correctly reviewed and follow is done as needed
  • Information is correctly disseminated as needed
  • Timely responses to queries
  • Timely coordination of official events

 


Competencies

Core values:

  • Integrity;
  • Professionalism;
  • Respect for Diversity.

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:?http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competencies:

  • Ability to perform a broad range of specialized activities including data/schedule management, maintenance of protocol, information flow
  • Interest in gender equality and women’s empowerment issues
  • Ability to maintain confidentiality and discretion     
  • Ability to provide input to business process re-engineering, elaboration and implementation of new data management systems
  • Ability to create, edit and present 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, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; ability to anticipate client needs and addresses them promptly.


Required Skills and Experience

Education: 

  • Completion of secondary education is required; a university level degree is desirable, but not a requirement; 
  • Candidates who do not have a university degree or an accredited certification in the technical field will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

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.
  • Experience with government senior officials or senior level officials in the UN with a thorough knowledge of UN operations, structure and administrative procedures is a distinctive advantage

Languages:

  • Fluency in English is required
  • Knowledge of the other UN official working language is an asset.

Notes:

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.

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, please combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.


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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.


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