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 UN Women Europe and Central Asia (ECA) Regional and Deputy Regional Director, herein after referred to as ‘the Office of the Regional Director’ for general guidance and direct supervision and is responsible for providing a variety of executive administrative support to the  Office of the Regional Director maintaining full confidentiality in all aspects of assignment and, in close coordination with the office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Competencies 

Provide executive support to the  Office of the Regional Director 

• Manage the  Office of the Regional Director’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the  Office of the Regional Director
• Maintain roster of RO contacts; update electronic mailing lists;
• Answer and screen calls for the Office of the Regional Director with tact and discretion;
• Manage administrative files on the Office of the Regional Director’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Regional Director’s requests.

Provide administrative support to the Office of the Regional Director

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Office of the Regional Director for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Office of the Regional Director on deadlines and commitments.

Provide effective communication and information management support to the RO

• Facilitate flow of information and communication between the Office of the Regional Director and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the Office of the Regional Director; take proactive follow-up action and keep the Office informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

Provide support to the Office of the Regional Director’sexternal relations activities

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

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 Organization.

Key Performance Indocators:

• Timely and quality support to the Regional Director
• Quality presentation of information
• Quality and timely organization of events/ meetings
• Adherence to protocol

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 Values and Competencies Framework:

Functional Competencies:

• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
• Good knowledge of administrative rules and regulations;
• Ability to perform work of confidential nature;
• Ability to create, edit and present information in clear format, using appropriate IT functionality;
• Ability to administer administrative processes.

Education and certification:

• Completion of high school is required;
• Bachelor’s degree in business administration or public administration is an asset.

Experience:

• At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience;
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Experience with the ATLAS system is an asset.

Language Requirements:

• Fluency in English and Turkish is required;
• Knowledge of the other UN official working 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. 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.)

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements