Executive and Administrative Associate - NPSA 6

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.

Through its Liaison Office to the African Union (AU) and the United Nations Economic Commission for Africa (UNECA), the organization strategically engages with AU organs, Member States, civil society, and the diplomatic community to advance Gender Equality and Women’s Empowerment (GEWE) commitments at both continental and regional levels. This Office provides essential technical support for policy formulation and monitoring while facilitating seamless coordination across UN Women’s regional and country offices to ensure coherent advocacy and unified policy engagement.

The Liaison Office further strengthens the African Union Commission (AUC) by providing targeted expertise to the Women, Gender and Youth Directorate (WGYD) and various specialized departments, including Health, Humanitarian Affairs and Social Development (HHSD); Political Affairs, Peace and Security (PAPS); and Education, Science, Technology and Innovation (ESTI). By collaborating with the departments of Agriculture, Rural Development, Blue Economy and Sustainable Environment (ARBE) and the Office of the Special Envoy on Women, Peace and Security, UN Women ensures that gender is mainstreamed across all AU frameworks and programmes. This collaborative approach extends to UN agencies, development partners, INGOs, and the private sector, driving catalytic initiatives and amplifying good evidence-based practices. Ultimately, the Office leverages knowledge management and strategic advocacy to transform regional commitments into concrete action and measurable impact for women and girls across the African continent. 

Reporting to Special Representative to the AU and UNECA, Executive & Administrative Associate supports the office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Executive and Administrative Associate promotes a client, quality and results-oriented approach. The Executive and Administrative Associate works in close collaboration with the Operations, Programme and projects teams to ensure consistent service delivery and to resolve complex administration related issues and information delivery. 

Key Functions:

Provide executive support to the UN Women Special Representative to the AU&ECA:

• Manage the UN Women Special Representative’s calendar, and schedule of appointments and meetings; 
• Arrange travel and hotel accommodations and other logistics for the UN Women Special Representative; 
• Maintain roster of AULO contacts; update electronic mailing lists; 
• Answer and screen calls for the Special Representative with tact and discretion; 
• Manage administrative files on the Special Representative’s mission travel and mission reports; 
• Research files, collect information and organize materials to meet the Special Representative’s requests. 

Provide administrative and operational support to the AULO in compliance with UN Women rules, regulations, policies, and procedures: 

• Undertake the logistical, administrative and financial arrangements, to organize travel planning and approvals, meetings, events, and workshops;  
• Prepare and compile briefing materials, presentations, and background documents to support the Special Representative’s engagements and key events. 
• Organize and attend meetings, prepare minutes and summaries, and follow up on action points, deadlines, and commitments with the Special Representative. 
• [Support the coordination and maintenance of office premises and common services. 
• Initiate and support procurement processes (RFQs, ITBs, RFPs), including bid preparation, opening, and evaluation, in line with UN Women procedures. 
• Assist in contract and vendor management, including preparation of contract documentation, tracking of Purchase Orders (POs), and maintenance of vendor profiles in Quantum. 
• Provide administrative and logistical support to programme activities, including preparation of agendas, materials, and coordination with partners and stakeholders.
• Assist in coordinating AULO’s participation in intergovernmental and partnership meetings, including logistical arrangements and note-taking.
• Support recruitment process, drafting TORs, coordinating interview logistics and documenting.
• Work with Regional HR colleagues for any other HR matters. 

Provide effective communication and information management support to the AULO:

• Facilitate flow of information and communication between the UN Women Special Representative’s Office and other units within or outside of UN Women;  
• Review, prioritize and route correspondence to and from the UN Women Special Representative’s Office; take proactive follow-up action and keep the Special Representative informed;  
• Respond to and/or direct inquiries to appropriate units for timely action/response;  
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct; 
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials; 

Provide support to the AULO with external relations activities:

• Facilitate the AULO’s engagements with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices; 
• Ensure protocol matters, 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/HQs; 
• 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; 
• Good 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. 

Education and Certification:

• Completion of secondary education is required.;
• Bachelor’s degree in business administration or public administration is an asset. 

Experience:

• At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience; 
• Experience working with International Organizations such as UN agencies at country or regional level is required; 
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems; 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.

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

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.)

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.