UN Women Executive Assistant

Job ID/Title :UN Women Executive Assistant to the Special Representative
Brand :  UNWOMEN
Application Deadline : 26-Mar-13
Duty Station :Jerusalem
Type of Contract :Service Contract
Languages Required :Arabic, English,
Duration of Initial Contract :6 months
Expected Duration of Assignment :One Year

ملاحظة : التقدم لهذه الوظيفة يجب تعبئة النموذج الخاص بالمؤسسة ومن ثم التقدم للذي من خلال الموقع الالكتروني الخاص بالمؤسسة

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Background:
The UN Women (UNW), 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. Placing women’s rights at the center of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN Women plays an innovative and catalytic role in the occupied Palestinian territory (oPt) since its inception in 1997. UN Women oPt focuses its activities on one overarching goal, namely to support the implementation at the national level of existing international commitments to advance gender equality in line with the national priorities. In support of this goal and thoroughly taking into consideration the specificities of the oPt context, UN Women concentrates its efforts and interventions toward the realisation of following strategic goals: Engendering governance, peace and security; Supporting women's economic security and rights; and Promoting women’s rights and protection against violence.
The UNW office received official delegation of authority from Head Quarters early 2013, the office will require to set up proper systems to manage this delegation successfully, and so an assistant will be needed to liaise between the Special Representative office and Operations/Programmes units, and follow up on key management decisions that would strengthen the office structure.

Description of Responsibilities:

Under the overall supervision of the Head of Office and in close cooperation with operation and progmme units , the Executive Assistant duties and responsibilities will include but will not be limited to:
-Manage the work; meetings and  office of UNW  Special Representative (SR);
-Ensure efficient and discreet management of the Special Representative schedule;
-Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points (inside oPt office and with other partners);
-Coordination of travel, meetings, appointments and briefings of Special Representative. Coordinate activities and travel - provide logistical support for the Special Representative activities such as making travel arrangements, accommodation, scheduling appointments and meetings and assembling background material required for the above activities.
-Receive, review and screen all incoming correspondence and documents to the SR, perform preliminary checks for accuracy and completeness, ensure that correspondence is routed to the appropriate officer or area for action and/or information, retaining items which require the Special Representative’s attention, attaching necessary information as needed and maintaining a follow up system;
-Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required; Compile the Special Representative’s responses according to corporate communication guidelines, as well as reports, and ensure adherence to deadlines;
-Follow up with operations and programme teams on internal and corporate deadlines as assigned by the Special Representative, commitments made, actions taken and coordination of collection and submission of the reports to the Special Representative;
-The Executive Assistant obtains, provides or seek clarification, or relays information from the staff  to the Special Representative;
-Establishes and maintains an effective network of contacts to ensure effective liaison in support of the Special Representative priorities;
-Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible;
-Effectively provides general research support to the Special Representative and utilizes all relevant computer software to retrieve, maintain data as needed;
-Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces,
-Coordinates and monitors multiple and diverse work processes and activities to support management;
-Provide support to the Special Representative and Operations Manager in managing the delegation of authority and in follow up on related issues;
-Work on planning; organizing and follow up the pre-audit check list action plan;
-Provide support to office staff in developing a filing system and the maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
-Coordinate; support and liaise office security matters with both UNDSS and HQ related to MOSS requirements and other security related matters;
-Coordinate; support and liaise activities related to the update/testing of the Business Continuity Plan; ICT Disaster Recovery Plan and Evacuation Plan;
-Fulfill interchangeable English-Arabic-English translation of documents;
-Create, edit and present information in clear format (tables, forms, briefing notes/books and reports) using advanced word processing and presentation functions and basic database and spreadsheet software;
-Manage the offices vehicles fleet, and coordinate use of vehicles  by the office staff; as well as monitor the drivers attendance and time sheets;
-Provide support to Operations team when required;
-Perform any other duties as requested;

Competencies :
CORE VALUES / GUIDING PRINCIPLES:
-Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct;
-Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

CORE COMPETENCIES:
-Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity;
-Organizational Awareness: Demonstrate corporate knowledge and sound judgment;
-Developing and Empowering People / Coaching and Mentoring: Initiative-taking; coaching and mentoring ability;
-Working in Teams: Acting as a team player and facilitating team work;
-Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively;
-Conflict Management / Negotiating and Resolving Disagreements: Managing conflict;
-Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of other.

FUNCTIONAL COMPETENCIES:
Knowledge Management and Learning
-Shares knowledge and experience
-Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
-Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time pressure.
-Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
-Interpersonal skills:
-Ability to act with tact, diplomacy, discretion and respect for confidentiality.
-Ability to work effectively as a team member in a multicultural environment and to establish and maintain a range of contacts and deal appropriately with counterparts.
-Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements.
-Ability to maintain a high level of discretion regarding all aspects of the Director's work.
-Ability to perform a wide range of varied, inter-related administrative services
-Strong IT skills knowledge
-Ability to work with minimum supervision, and to plan and organize work

Qualifications :

Education:
High school degree or University degree in Business administration, Commerce, English, office management or related fields.

Experience:
-2 to 3 years of relevant professional experience.
-Excellent English and Arabic writing skills
-Excellent computer skills.
-Good interpersonal and communication skills.
-Previous working experience with the UN and/ or international NGOs is desirable.

Language Requirements:
Fluency (both oral and written) in English and Arabic essential. Knowledge in Hebrew is considered an asset.


“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally”
UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly

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Important message to all applicants!

-Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application. Please download the form from the following link: http://jobs.undp.ps.
-You will get the opportunity to upload the P-11 at when you apply for the position.
-Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are under consideration will be contacted.
-For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.

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