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 Policy Programme and Intergovernmental Division (PPID) drives UN Women's positioning as a global thought and practice leader on gender equality and women's empowerment to deliver on the Sustainable Development Goals (SDGs) by:
Connecting and consolidating UN Women's knowledge and experience from across the field for normative policy advancements.Facilitating substantive thematic coordination across the UN System.Leading cutting-edge policy analysis based on data and evidence.Providing technical advice to support field programming for impact at scale.Reporting to the Management Specialist/PPID Directorate, the Executive and Administrative Support Consultant is responsible for providing scheduling, logistical, internal communication, and administrative support to the PPID Directorate.
Description of Responsibilities /Scope of Work
Provide executive support to the Policy, Programme and Intergovernmental Division Directorate:
- Manage the PPID Director's schedule of appointments and meetings alongside recurring Division meetings.
- Coordinate the smooth functioning of meetings, including setting up calls and videoconferences, preparing and reserving meeting rooms, receiving external guests, and ensuring the participation of relevant internal colleagues.
- Maintain roster of key contacts and update electronic mailing lists.
- Arrange travel and hotel accommodations and other logistics for the PPID Director and Deputy Director & manage administrative files on the Directorate's mission travel and mission reports.
Provide administrative support to the Policy, Programme and Intergovernmental Division Directorate:
- Undertake the logistical, administrative and financial arrangements to organize meetings, events, and workshops.
- Support administrative organization and prioritization of materials for Directorate reviews and clearances, including through use of Microsoft Planner & Microsoft Lists.
- Use electronic office management systems for effective administration of the Directorate ensuring archiving of data and electronic back-up for business continuity.
- Prepare routine correspondence and interoffice circulars.
- Maintain and organize up-to-date hard and electronic files for easy access and retrieval; support preparation of briefing materials; ensure safekeeping of confidential materials.
- Liaise with UN Women HQ Facilities and UN Women ICT team on behalf of the Directorate as needed.
Consultant's Workplace and Official Travel
This is a hybrid consultancy, with two days a week of physical presence in the office anticipated.
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:
- Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow.
- Ability to administer administrative processes, and proven ability to promptly learn and comply with administrative rules and regulations.
- Ability to maintain confidentiality and discretion.
- Ability to create, edit and present information in clear format, using appropriate IT functionality.
- Strong organization skills, including ability to organize and complete multiple tasks by establishing priorities.
- Good interpersonal skills and a team player, including ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly.
Education and Certification:
- Completion of secondary education required.
- Bachelor's degree in business administration or public administration is an asset.
Experience:
- At least 5 years of progressively responsible experience with administrative, secretarial, or executive assistant work.
- Experience in the usage of computers and office software packages (MS Word, Excel, Teams), and handling of web-based management systems is required.
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is an asset.
- Experience in UN operations, structure, and administrative procedures is an asset.
Languages:
- Fluency in English is required.
- Knowledge of any other UN official language is an asset.
Statements :
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.
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.
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