UN Women | Programme and Executive Assistant

Job ID/Title : UN WOMEN Programme and Executive Assistant
Brand :UNWOMEN
Application Deadline : 24-Nov-15
Duty Station : East Jerusalem
Languages Required :Arabic, English,    
Duration of Initial Contract :  1 Year with Possibility of extension

   
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. Placing women’s rights at the center of all its efforts, the UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides 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 State of Palestine since its inception in 1997 (as UNIFEM). UN Women in Palestine 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 context in Palestine, 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.
 
 
Description of Responsibilities:
Under the direct supervision of the both the Special Representative and the Programme Coordinator, the duties and responsibilities of the Programme andExecutive Assistant will include the following:
-Ensure efficient management of the Special Representative and Programme Coordinator’s schedules; including providing logistical support (travel arrangements and related duties, assembling background material required for meetings, etc.);
-Coordinate meetings, appointments and briefings for the Special Representative, Programme Coordinator and Senior Management Team;
-Organize regular and ad-hoc meetings; prepare minutes and summaries of meetings (actions to be taken); tracking of progress on planned actions; follow-up with focal points (inside Palestine office and with other partners and stakeholders);
-Draft routine correspondence, interoffice circulars, general briefing notes, missions agendas, documents, reports, and minutes of meetings when requested, English/Arabic translations when required; Compile the management’s responses according to corporate communication guidelines, as well as reports, and ensure adherence to deadlines;
-Establish and maintain an effective network of contacts to ensure effective liaison in support of management;
-Effectively provide general research support to the Special Representative and the Programme Coordinator and utilize all relevant computer software to retrieve, maintain data as needed;
-Coordinate and support in monitoring multiple and diverse work processes and activities;
-Provide support to programme staff in maintaining a central and programme-based filing system ensuring safekeeping of confidential materials;
-Attend the programme committee meetings, take meeting minutes and follow-up with the programme team on fulfilling the action points;
-Join and assist in organizing programme/project field visits in coordination with the relevant programme team members;
-Provide administrative and logistical support including preparation of payment requests and other related requests in accordance with the applicable financial and procurement rules;
-Raise e-requisitions in ATLAS for travel, purchase of goods and services;
-Provide support in managing core resources, preparation of budget and procurement plans and monitoring expenditures under core funds;
-Assist in the preparation of core activities progress reports;
-Support in budget creation on ATLAS and conduct budget revisions in line with project workplans;
-Assist in the preparation of internal and external evaluation and audit missions;
-Ensure timely submission of the monthly reporting and planning sheets by the programme team;
-Liaise and follow up with UN Women partners for organizing events/ sessions and submit progress reports and agreed deliverables (by civil society organizations, government organizations, consultants) as requested by the Special Representative and the Programme Coordinator;
-Assist in preparing relevant documentation for contracting and payments;
-Liaise and follow up with vendors/ suppliers for any matter related to contractual commitments and conditions;
-Assist in programme formulation and reporting;
-Act as the secretary of the local Project Appraisal Committee (L-PAC) and LPRC; preparing full submission of documents for L-PAC review, scheduling meetings and taking meetings minutes, as well as liaising with the relevant programme team members for finalizing the L-PAC submission and responding to the committee’s feedback.
-Perform other duties as assigned
 
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 Diploma. Bachelor degree in Business administration, management, finance or related fields is an asset.
Experience:
-3 years of relevant professional experience in programme support and administrative/ logistical work.
-Previous experience in supporting senior management and diverse teams is considered an asset.
-Previous working experience with the UN and/ or international NGOs is desirable.
Required skills:
-Excellent computer skills (Microsoft Office and the internet), familiarity in utilizing social media is considered an asset.
-Good interpersonal and communication skills.

 

لتصلك اخر برامج التشغيل والوظائف في الضفة الغربية على جوالك وبدون رسوم  ارسل حرف  ض  للرقم 37953

UN Women will only be able to respond to those applications in which there is further interest.
Language Requirements:
Fluency (both oral and written) in English and Arabic essential. Knowledge of Hebrew is considered an asset.

 

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