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Un Women: Executive Associate - New York
Company | UN Women |
Address | New York, United States |
Employment type | FULL_TIME |
Salary | |
Category | International Affairs |
Expires | 2023-08-12 |
Posted at | 10 months ago |
Background
- Review, prioritize and route correspondence to and from the UN Women Chief of Staff, taking proactive follow-up action and keeping the Chief of Staff informed;
- Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials.
- Facilitate the Chief of Staff’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;
- Prepare and assemble briefing materials and PowerPoint presentations for the Chief of Staff for meetings, missions and other key events;
- Organize and monitor the office filing system;
- Provide support to the Chief of Staff external relations activities
- Manage the UN Women Chief of Staff’s calendar, and schedule of appointments and meetings;
- Provide administrative support to the UN Women Chief of Staff
- Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.
- Support the overall functions of the Executive Office, including the ED’s team, as needed.
- Build and share knowledge and experience related to administrative and operations support;
- Manage administrative files on the Chief of Staff’s mission travel and mission reports;
- Follow up with the Chief of Staff on deadlines and commitments.
- Provide effective communication and information management support to the EDO
- Arrange travel and hotel accommodations and other logistics for the UN Women Chief of Staff;
- Answer and screen calls for the Chief of Staff’s office with tact and discretion;
- Provide executive support to the UN Women Chief of Staff
- Maintain roster of Chief of Staff contacts; update electronic mailing lists;
- Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
- Respond to and/or direct inquiries to appropriate units for timely action/response;
- Receive and greet high ranking officials/visitors;
- Facilitate flow of information and communication between the UN Women Chief of Staff’s Office and other units within or outside of UN Women;
- Organize and attend meetings and events, prepare minutes and summaries;
- Contribute to knowledge building and knowledge sharing
- Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
- Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
- Research files, collect information and organize materials to meet the Chief of Staff requests.
- Adherence to protocol
- Timely and quality support to the Chief of Staff
- Quality and timely organization of events/ meetings
- Quality presentation of information
- Respect for Diversity
- Professionalism
- Integrity
- Effective Communication
- Accountability
- Inclusive Collaboration
- Leading by Example
- Creative Problem Solving
- Awareness and Sensitivity Regarding Gender Issues
- Stakeholder Engagement
- Ability to perform work of confidential nature;
- Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
- Good knowledge of administrative rules and regulations;
- Ability to administer administrative processes.
- Ability to create, edit and present information in clear format, using appropriate IT functionality;
- Candidates who do not have a university degree or an accredited certification in related field will be required to take the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.
- Bachelor’s degree in business administration or public administration is an asset;
- Completion of secondary education is required;
- Experience with government senior officials or senior level officials in the UN system is an asset;
- Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems is required;
- Experience with the use of ERP systems, preferably Oracle cloud, is an asset.
- At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience;
- Knowledge of another UN official working language is an asset.
- Fluency in English is required;
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