ONU MUJERES, Executive Assistant, NPPSA 5, Quito, Ecuador (6 months with possible extension)

Description

II. Organizational Context

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. 

Reporting to the UN Women Representative in Ecuador, the Executive Assistant is responsible for providing a variety of executive administrative support to the UN Women Representative while maintaining full confidentiality in all aspects of assignment and, in close coordination with operations and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

III. Scope of Work

Provide general administrative and logistical support to the UN Women Representative in accordance with UN Women rules, regulations, policies, and procedures: 

• Organize and maintain up to date the agenda of the UN Women Representative;
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas and Daily Subsistence Allowance (DSA), identity cards and other documents; act as travel arranger;
• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent); 
• Provide administrative support (logistical, administrative and financial arrangements), to organize meetings, events, and workshops;
• Provide administrative support to plan, coordinate, and attend meetings and events, ensuring accurate and timely preparation of minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the meetings, missions and other key events;
• Organize and monitor the office filing system; Maintain roster of Ecuador office contacts; update electronic mailing lists
• Follow up on deadlines and commitments;
• Manage administrative files on the Representative’s mission travel and mission reports.

• Provide administrative support to monitor transport logistics management, in line with the office driver.

Provide effective communication and information management support to the Ecuador Office:

• Facilitate flow of information and communication between the UN Women Representative’s Office and other units within or outside of UN Women;
• Manage, prioritize and coordinate correspondence to and from the UN Women Representative´s Office; take proactive follow-up action and keep colleagues informed; screen and handle calls for the Representative with tact and discretion;
• Assess and route inquiries to the appropriate units, ensuring timely and appropriate responses;
• Draft and process routine correspondence and interoffice communications, ensuring quality standards in formatting, clarity, and accuracy of documents and reports.
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Support informal translations and interpretations as required, ensuring clarity and consistency of communication.

• Perform the duties of Leave Monitor. 

Provide support with the Ecuador Office’s external relations activities:

• Facilitate the Representative’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; 
• Check for updated numbering of correspondence and ensure archives are kept current
• Receive and greet high ranking officials/visitors;

• Coordinate protocol-related matters and logistical arrangements for high-level visits, ensuring smooth organization and adherence to established procedures.

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

Supervisory/Managerial Responsibilities: N/A

IV. Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

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 Core Values and Competencies: 

https://www.unwomen.org/en/about-us/employment/application-process#_Values

FUNCTIONAL COMPETENCIES:

• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow
• Ability to administer and execute administrative processes and transactions
• Ability to perform work of confidential nature and handle a large volume of work
• Strong knowledge of administrative rules and regulations
• Ability to create, edit and present information in clear format, using appropriate IT functionality
• Strong IT and web-based management systems skills
• Ability to extract and interpret data

V. Minimum Qualifications

Education and Certification:

• Completion of secondary education is required. 
• Bachelor’s degree in business administration or related fields is desirable. 

Experience

• At least 5 years of progressively responsible experience in executive administrative support and logistic support service. 
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
  • Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
  • Experience in the UN System is an asset.

Languages

• Fluency in English and Spanish is required. 

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.)

VI. How to Apply

To apply, you must complete your online application (Quantum) and upload the following required documents:

• Cover letter (maximum 1 page), attaching copies of the following in a SINGLE FILE:

1. Personal identification (ID card or passport)
2. A work visa for Ecuador valid for the duration of the employment contract; required for foreign nationals
3. Documents supporting the required qualifications (degrees, certificates, etc.).
4. Certificate(s) supporting the desired experience, if applicable.

Important Notes

• When applying on the Quantum platform, you must upload a single (1) PDF file. Below is a link to a guide to help interested applicants complete this step: https://www.wikihow.com/Merge-PDF-Files.
• UN Women assumes no responsibility and merely describes one of many ways to compress application-related documents. You may use whichever method you deem appropriate. 
• When applying on the Quantum e-Recruit platform, we recommend having all required documentation ready, as the system does not allow for subsequent edits if any document is missing.
• You must complete all fields and answer all questions when submitting your application. Applications received incomplete, without the required documents, or after the deadline will not be considered.

We encourage applications from members of minority groups, indigenous groups or populations, and people with disabilities. 

All applications will be treated with the strictest confidentiality.

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.