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.

Under the supervision of the Head of Office, the Executive Associate Provide confidential secretarial and administrative assistance at the representational and/or highest executive level.  Communicate executive decisions and directions. 

The Executive Associate will be reporting to Head of Office

Functions :

Provide executive and administrative support to the UN Women Head of Office

• Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings.
• Arrange travel and hotel accommodations for the UN Women Head of Office. 
• Answer and screen calls for the Country Representative with tact and discretion.
• Facilitate flow of information and communication between the UN Women Head of Office’s and other units within or outside of UN Women;
• Review, prioritize, and route correspondence to and from the UN Women Head of Office; take proactive follow-up action and keep the Head Of Office informed
• Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Facilitate the Head of Office'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

Provide administrative support to the UN Women Country Office 

• Provide administrative support for meetings, events, and workshops.
• Organize and attend meetings, prepare minutes and summaries;
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA for Consultant as required
• Perform Buyer role in Quantum system and prepare requisitions 
• Maintain and update the staff and dependents list and reports, as required 
• Support Inventory or stocktaking of office supplies and consumables 
• Perform the duties of Leave Monitor.

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. 

Coordination of Changemakers Initiative 

• Support the Changemakers onboarding process working closely with the HR focal Point
• Support changemakers to submit monthly reports 
• Follow-up on the Changemakers well being  once they have been deployed in the field.
• Facilitate meeting between the change makers and their supervisors 
• Maintain WhatsApp group of changemakers to facilitate communication 

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

Competencies :

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 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.

Education and certification:

• Completion of secondary education 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; is required 
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Language

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

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.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.