Administrative Associate at UN Women

Duties and Responsibilities

Summary of Key Functions:

• Provision of administrative and logistics support to the UN Women Regional Director;
• Support to effective and efficient functioning of the Regional Director’s Office;
• Provision of effective communications and information management support to the office;
• Support to external relations activities;
• Support to facilitation of knowledge building and knowledge sharing.

Provision of administrative support to the UN Women Regional Director:

• Provide administrative and secretarial support to the UN Women Regional Director ensuring the smooth and efficient functioning of the Director's office;
• Support the UN Women Regional Director in the preparation and updating of his/her travel plans;
• Make travel arrangements for the Directorate, prepare required travel requisitions and monitor the budget;
• Set up and manage administrative files on the Director’s mission travel and mission report;
• Arrange hotel accommodations and other related logistics;
• Assemble briefing materials and prepare power-points and other presentations including computer generated visuals such as graphs for the UN Women Regional Director;
• 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 Director’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 Director’s calendar and schedule of appointments and meetings; receive high ranking officials/visitors; take minutes and/or notes, as required and answer and screen calls with tact and discretion;
• Maintain relevant data of the UN Women Director's contacts for easy access and reference. Keep updated electronic mailing lists;
• Set up and monitor the UN Women Director’s office filing system and follow up system ensuring accuracy and confidentiality;
• Ensure close follow up on deadlines and commitments.

Ensures effective and efficient functioning of the Regional Director’s (RD) Office, focusing on achievement of the following results:

• Maintains contacts with visitors and staff, arranges appointments and meetings, and takes minutes as required;
• Compiles and prepares briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Drafts routine correspondences, interoffice circulars, general briefing notes and minutes of meetings when requested;
• Maintains files and records relevant to the Regional Director’s office;
• Prepares and monitors the quarterly Leave and Mission Plan and Annual Leave Planner for the Front Office;
• Maintains log of incoming and outgoing mails and files (in hard copies and electronically) as appropriate;
• Arranges courier services;
• Organizes driver’s movements.

Provision of effective communications and information management support to the office:

• Facilitate the flow of information/communication between the UN Women Regional Director 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 Regional Director. Take proactive follow-up action and keep the UN Women Regional Director informed;
• Promptly route all correspondence, directives and requests to the UN Women Regional Director for timely action and/or signature; review correspondence for proper internal clearances prior to the UN Women Director's signature;
• Respond and/or direct inquiries to the appropriate section/unit for timely action and/or response.

Support to external relations activities:

• Facilitate the UN Women Regional Director’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 Regional Director; distribute special assignments to support staff in relation to special events.

Support to facilitation of knowledge building and knowledge sharing:

• 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.

Competencies

Core Values/Guiding Principles:

Integrity:

• Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

• Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

• Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
• Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

• Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

• Take charge of self-development and take initiative.

Work in teams:

• Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

• Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

• Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

• Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

• Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

• Demonstrate informed and transparent decision making.

Functional Competencies:

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the UN Women Regional Director'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:

• Completion of secondary education required. First level university degree is an asset.

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 as well as web based management systems.

Language:

• Fluency in English is required;
• Knowledge of the other UN working knowledge is an asset.