Personal Assistant, New York, USA, G5 TA

Position description

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.

The Office of the Deputy Executive Director for Normative Support, UN System Coordination and Programme Results leads the development of the strategies and programme in the areas of policy development; operations, including programme management, oversight and implementation; normative support and UN System coordination and provides leadership and management guidance and oversight to the staff in these areas aligned with the vision of the ED and UN Women’s Strategic Plan.

Reporting to Senior Advisor, the Personal Assistant is responsible for providing a variety of executive administrative support to the Deputy Executive Director with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.  The duration of the temporary assignment will be through 31 December 2025.

Responsibilities:

Provide Accessibility support to the Deputy Executive Director:

• Coordinate and manage the DED's transportation needs, ensuring accessibility requirements are met
• Arrange for necessary accommodations and modifications in various work environments
• Coordinate with relevant stakeholders to address any specific requirements for the DED's participation
• Assist with physical navigation of office spaces, event venues, and travel locations
• Maintain and manage adaptive equipment or assistive technologies as required
• Plan and coordinate travel itineraries, considering accessibility requirements 
• Accompany the DED on trips when required to provide on-site support

Provide administrative and logistical support to the Office of the Deputy Executive Director:

• Ensure the DED's workspace is organized and accessible
• Manage office supplies and equipment related to the DED's needs
• Liaise with facilities management to address any accessibility concerns
• Provide administrative support for meetings, events, and workshops;   

Provide support to the Office of the Deputy Executive Director’s  external relations activities:

• Facilitate the Deputy Executive Director’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; 
• Support the Executive Assistant to ensure protocol matters are effectively managed 
• Receive high ranking visitors/officials, coordinate logistical arrangements related to visits. 

Contribute to knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the office and other offices
• Build and share knowledge and experience related to administrative and operations support. 

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 manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow; 
• Knowledge of administrative rules and regulations;  
• Ability to perform work of confidential nature;  
• Ability to create, edit, and present information in clear format, using appropriate IT functionality; 
• Ability to administer administrative processes; 
• Ability to maintain confidentiality and exercise discretion;
• Excellent communication and interpersonal skills;
• Flexibility to work extended hours when necessary

Recruitment Qualifications:

Education and Certification:       

• Completion of secondary education is required. 

• Bachelor’s degree in public administration or related field is an asset. 

Experience:        

• At least 5 years of progressively responsible administrative, secretarial, or program experience; 

• Experience in the use of computer applications, software packages such as Microsoft Office is required; 

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

Languages:         

• Fluency in English is required. 

• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Note: GS temporary appointment (TA) positions located in New York are open to candidates who are either US citizens, US permanent residents, personnel currently serving in the United States holding a valid G4 visa on account of their employment in the UN (excluding official business travel or detail assignments), or spouses of a UN personnel currently serving in the United States holding a valid G4 visa on account of their employment in the UN.

Application instructions

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