UN WOMEN Jobs - 79376- Executive Associate

Executive Associate - UN Women-Mexico G6

Advertised on behalf of

UN WOMEN

Location :

Mexico, MEXICO

Type of Contract :

FTA Local

Starting Date :

01-Aug-2018

Application Deadline :

30-Jun-18 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English Spanish

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

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.

UN Women Mexico Office, in line with national priorities on Gender Equality, and with the concluding observations of the Committee on the Elimination of Discrimination against Women (2012), among other normative frameworks, as well as the follow-up and implementation of the 2030 Agenda for Sustainable Development provides coherent support to government, parliament, academia, indigenous and women´s organizations, justice system and UN entities, through providing “upstream” policy and programme advise, promoting a human rights-based approach to achieve sustainable development, improving national systems, sharing of good practices and lessons learned, strengthening normative and operational linkages, and promoting South-South cooperation.

The programme in Mexico aims to guide, promote and coordinate actions to drive national partners to better develop strategic interventions in four priority areas:

a) Women´s leadership and political participation,

b) Women´s economic empowerment,

c) Ending violence against women and girls,

d) Gender responsive planning, budgeting and production of statistics.

Under the guidance and direct supervision of the UN Women Representative, The Executive Assistant ensures full confidentiality in all aspects of the assignment.

The Executive Assistant is responsible for providing a variety of executive administrative support to the UN Women Representative maintaining full confidentiality in all aspects of assignment and in close coordination with the country and regional office staff, UN Agencies and national authorities and external partners as required. The Executive Assistant provides effective and efficient support to the UN Women Representative through management of information, agenda and documentation flow, preparation for meetings and missions, and follow-up on actions required/commitments made, ensuring established deadlines are properly met. S/he is also responsible for maintenance of protocol procedures and other administrative support.

Duties and Responsibilities

1. Provision of administrative support to the UN Women Representative

• Provide administrative and secretarial support to the UN Women Representative ensuring the smooth and efficient functioning of the Representative's office;

• Consolidate requests to the UN Women Representative and supports forward planning, ensuring strategic prioritization of engagements;

• Organize regular and ad hoc meetings;

• Support the UN Women Representative in the preparation and updating of his/her travel plans, and agenda. Make travel arrangements for the Representative and senior staff. Prepare required travel requisitions and monitor the budget. Set up and manage administrative files on the Representative’s mission travel and mission reports. Arrange hotel accommodations and other related logistics;

• Assemble high quality briefing materials and prepare power-points and other presentations including computer generated visuals such as graphs for the UN Women Representative for appointments, meetings, missions including logistics organization;

• Draft non-substantive correspondence, takes dictations and transcribes documents and reports ensuring that spelling, punctuation and format are correct;

• Research files, collect information and organize a diversity of material to meet the UN Women Representative’s needs;

• Undertake logistical administrative and financial arrangements, in consultation with the Operations team for meetings, events and workshops organized by the office;

• Manage the UN Women Representative’s calendar and schedule of appointments and meetings; receive high ranking officials/visitors; take minutes and/or notes, as required and answer and screening of all incoming calls and correspondence with tact and discretion;

• Maintain up-to-date files of reference materials, including databases of contacts for easy access and reference;

• Set up and monitor the UN Women Representative’s office filing system according to guidelines and follow up system ensuring accuracy and confidentiality.

• Ensure close follow up on deadlines and commitments.

2. Provision of effective communications and information management support to the office

• Facilitate the flow of information/communication between the UN Women Representative and other Units within and outside the office; recommend and/or establish systems and streamline procedures to enhance established workflows;

• Review, prioritize and route correspondence to and from the office of the UN Women Representative. Take proactive follow-up action and keep the UN Women Representative informed;

• Promptly route all correspondence, directives and requests to the UN Women Representative for timely action and/or signature; review correspondence for proper internal clearances prior to the UN Women Representative's signature;

• Respond and/or direct inquiries to the appropriate section/unit for timely action and/or response;

• Assist in the preparation and finalization of informal translations; may act as interpreter, as required;

• Organize and document staff meetings as well as diverse meetings, when the participation of the UN Women Representative is required;

• Review and analyze letters and submissions for approval by the UN Women Representative to ensure alignment with corporate guidance and standards, as well as to ensure quality, protocol and comprehensiveness of the inputs.

3. Support to external relations activities

• Facilitate the UN Women Representative’s interaction with various external partners such as government officials, donors, civil society, UN agencies and other partners through effective use of written, verbal and electronic communication;

• Responsible for protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to missions;

• Organize official events/hospitality for the UN Women Representative; distribute special assignments to support staff in relation to special events;

• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to UN Women Representative;

• Facilitate information sharing between UN Women Representative and UNCT and the UN Coordination Unit.

4. Support to facilitation of knowledge building and knowledge sharing

• Liaise with relevant teams within UN Women or external stakeholders to prepare speeches, briefs, background papers, etc.;

• Review drafts for accuracy, completeness and strategic messaging; and contributes to the finalization of documentation;

• Drafts correspondence and consolidates/contributes to other routine documentation requested by the UN Women Representative;

• Channel feedback/comments/questions from the UN Women Representative to teams and vice-versa;

• Synthesize information to facilitate decision-making by the UN Women Representative;

• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;

• Systematic gaining and sharing of knowledge and experience related to administrative and operations support;

• Sound contributions to knowledge networks and communities of practice;

• Support the organization of trainings to UN Women staff on coordination, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the UN Women Representative’s office. Accurate analysis and presentation of information strengthens the capacity of the Representative’s office and promotes the image of UN-Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in achievement of the desired results.

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:?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 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 and certification:

Completion of secondary education required.
Bachelor’s degree in business administration or public administration is an asset.

Experience:

A minimum of 6 years as Executive Assistant, familiar with protocol of Embassies, International Organizations and MOFA with administrative experience preferably in a large or international corporation or organization.
Experience in the use of computers applications, social networks, mailing and filing system and software packages as well as web based management systems. Full knowledge of usage of an ERP (enterprise resource planning) desired.

Language Requirements:

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

IMPORTANT

***For this position the candidate must have Mexican Nationality or holder of a valid work permit at the time of their application.

Application procedure:

All applications must include (as an attachment) cover letter and the completed UN Women Personal History form (P-11) which can be downloaded from http://mexico.unwomen.org/es/conozcanos/empleo both of which should be submitted electronically.

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