Executive Associate (Thai national only)

Location : Bangkok, THAILAND

Application Deadline : 16-Oct-23 (Midnight New York, USA)

Additional Category : Management

Type of Contract : FTA Local

Post Level : GS-6

Languages Required : English

Starting Date : (date when the selected candidate is expected to start)

15-Nov-2023

Duration of Initial Contract : 1 year

Expected Duration of Assignment : 1 year extendable based on performance and budget availability

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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 the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

Reporting to Regional Director, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Regional Director and Deputy Regional Director maintaining full confidentiality in all aspects of assignment and, in close coordination with the Regional Office (RO) office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

1. Provide executive support to the UN Women Regional Director and Deputy Regional Director

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

2. Provide administrative support to the UN Women Regional Director and Deputy Regional Director

•  Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
•  Organize and attend meetings and events, prepare minutes and summaries;
•  Prepare and assemble briefing materials and PowerPoint presentations for the Regional Director and Deputy Regional Director for meetings, missions and other key events;
•  Organize and monitor the office filing system;
•  Follow up with the Regional Director and Deputy Regional Director on deadlines and commitments.

3. Provide effective communication and information management support to the RO

•  Facilitate flow of information and communication between the UN Women Regional Director and Deputy Regional Director’s Office and other units within or outside of UN Women;
•  Review, prioritize and route correspondence to and from the UN Women Regional Director and Deputy Regional Director Office; take proactive follow-up action and keep the Regional Director and Deputy Regional Director 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;
•  Assist in the preparation and finalization of informal translations; act as interpreter as required.

4. Provide support to the Regional Director and Deputy Regional Director’s Office’s external relations activities

•  Facilitate the Regional Director and Deputy Regional 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;
•  Receive and greet high ranking officials/visitors;
•  Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

5. 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.

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

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.

Required Skills and Experience

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 in the use of computer applications and software packages such as Microsoft Office, and web-based management systems;
•  Experience with the ERP system is an asset;
•  Experience working in UN system is an advantage.

Language Requirements:

•  Fluency in English and Thai is required;
•  Knowledge of the other UN official working language is an asset.

Application:

•  All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from Application and recruitment process | About us: Careers at UN Women | UN Women – Headquarters Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note: 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.

Inclusion Statement: At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, 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.)