[Hiring] UN Women Administrative Assistant @UN Women

Role Description

Under the guidance and direct supervision of the Deputy Director, Civil Society Division, and in close collaboration with the Director of CSD and the Administrative and Finance Assistant, the Administrative Assistant provides comprehensive executive, administrative, and operational support to ensure the efficient functioning of the Director’s Office and the Division. The position supports effective decision-making, coordination, communication, and follow-up across CSD and with internal and external stakeholders.

The Administration Assistant works in close collaboration with CSD staff, other UN Women divisions, UN system partners, consultants, interns, and external stakeholders to ensure smooth information flow, timely action on priorities, and effective support to senior management engagements and divisional operations.

Note that the Administrative Assistant is expected to be home-based and work according to New York, USA time zone (Eastern Daylight Time) hours.

Scope of Work

• Executive and Front-Office Support
  • Provide seamless executive and administrative support to the Director of the Civil Society Division, enabling effective leadership, continuity of operations, and timely follow-up on strategic priorities.
  • Manage the Director’s calendar, schedule meetings, and coordinate appointments with internal and external stakeholders.
  • Track key action points, deadlines, and decisions, and follow up to ensure timely completion.
• Administrative and Operational Support to the Division
  • Support the coordination of divisional operations, including administrative processes, documentation, and record-keeping in line with UN Women policies and procedures.
  • Maintain organized and up-to-date filing systems, including electronic records and shared folders (e.g. SharePoint), ensuring confidentiality and ease of access.
  • Provide backstopping support to administrative and operational functions as needed to ensure timely and effective implementation of divisional activities.
• Meetings, Events & Logistics Coordination
  • Coordinate and support the organization of meetings, workshops, and events related to the Director’s representation and participation, including scheduling, logistics, and preparation of background materials.
  • Manage logistics for meetings, including booking conference rooms, arranging catering, coordinating access to UN premises, and liaising with relevant service providers.
  • Support procurement-related processes linked to meetings and events, in coordination with the operations team.
• Travel Coordination and Management
  • Support travel arrangements and travel management for the Director and other designated colleagues, including itineraries, travel requests, and coordination with relevant units.
  • Process and support visa requests for official travel, as required.
  • Provide administrative support to travel related to the Commission on the Status of Women (CSW) and contribute to the standardization of travel procedures in collaboration with the operations team.
• Communication, Information Flow and Coordination
  • Ensure effective, confidential, and timely communication and information flow between the Civil Society Division, senior management, internal units, and external partners.
  • Manage correspondence, prioritize incoming requests, draft routine communications, and support internal dissemination of information.
  • Respond to queries or redirect them to appropriate units, ensuring timely follow-up and feedback to stakeholders.
• Support to HR and Knowledge Management Processes
  • Provide administrative support to consultant and intern recruitment processes, including coordination, documentation, and contract-related administrative steps, in line with UN Women procedures.
  • Support knowledge management by maintaining records, tracking deliverables, and facilitating access to key documents and information within the Division.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Qualifications

• Completion of secondary education is required.
• A Bachelor’s degree in Business Administration, Public Administration, Management, or a related field is an asset.

Requirements

• At least 5 years of progressively responsible experience in administrative, executive, or operational support functions, preferably within the UN system or an international organization is required.
• Experience in managing senior-level calendars, meeting logistics, and administrative workflows is required.
• Experience in the use of a modern web-based ERP system, preferably Oracle Cloud, is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.
• Experience supporting senior management offices within an international organization or the UN system is desirable.
• Fluency in English is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

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
• Functional Competencies:
  • Ability to work under pressure and meet deadlines
  • Strong interpersonal and coordination skills
  • Proactive problem-solving mindset
  • Excellent organizational and time-management skills
  • Strong attention to detail
  • Ability to manage competing priorities under pressure
  • Technical skills in administrative processes and transactions
  • Discretion in handling confidential information