UN WOMEN Jobs - 114302- UN Women: Administrative and Executive Assistant

UN Women: Administrative and Executive Assistant

Advertised on behalf of

UN WOMEN

Location :

Geneva, SWITZERLAND

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

25-Oct-23 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year

Languages Required :

English

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.

The UN Women Geneva Office supports building and nurturing strategic relationships and alliances with Geneva-based stakeholders that are essential for advancing and successfully achieving the mission of UN Women through partnership development and resource mobilization. These strategic relationships cover a wide range and number of key humanitarian and development partners, including delegates appointed to the UN, International NGOs, and UN Geneva-based agencies, as well as the private sector, foundations, academia and think tanks, as well as the media.

Reporting to Director, the Executive Assistant is responsible for providing a variety of executive administrative support to the Directorate team with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Administrative and Executive Assistant works in close collaboration with the Operations Manager and the Operations team to ensure successful implementation of a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

Duties and Responsibilities

1. Provide executive support to the UN Women Geneva Director

Manage the UN Women Director’s calendar and schedule of appointments and meetings;
Arrange travel and hotel accommodations for the UN Women Director Geneva;
Answer and screen calls for the Director with tact and discretion;
Maintain roster of Country Office contacts.

2. Provide administrative support to the UN Women Geneva Director and the Geneva directorate team

Provide administrative support for meetings, events, and workshops;
Organize and attend meetings, prepare minutes and summaries;
Assemble briefing materials and prepare PowerPoint presentations for the UNWOMEN Geneva office director for meetings, missions, and other key events.
Provide administrative support to conferences, workshops, retreats;
Provide administrative support to property management;
Maintain filing system ensuring safekeeping of confidential materials.
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
Maintain records on assets management and prepare required reports;
Create and upload vacancy announcement for internship, compile matrixes, organize interview panels, and other tasks, as assigned; ·
Maintain staffing lists and reports, as required; ·
Perform the duties of Leave Monitor.

3. Provide effective communication and information management support to the Director’s Office

Facilitate flow of information and communication between the UN Women Geneva Director’s Office and other units within or outside of UN Women;
Review, prioritize, and route correspondence to and from the UN Women Director’s Office; take proactive follow-up action and keep the director informed;
Respond to and/or direct inquiries to appropriate units for timely action/response;
Draft routine correspondence and interoffice circulars;
Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

4. Provide support to the Director Office’s external relations activities

Facilitate the Directors’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
Meet and greet officials/visitors;
Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

5. Contribute to knowledge building and knowledge sharing

Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
Build and share knowledge and experience related to administrative and operations support.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

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: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

FUNCTIONAL COMPETENCIES:

Ability to administer administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good knowledge of administrative rules and regulations;
Good IT and web-based management skills.

Required Skills and Experience

Education and Certification:

Completion of secondary education is required.
Bachelor’s degree in Business Administration or related fields is an asset.

Experience:

At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in the use of ERP systems, preferably Oracle Cloud, is desirable.

Languages:

Fluency in English is required.
Fluency in French is desirable.
Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

This position is subject to local recruitment. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. 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.

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.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)