Administrative Assistant, N-PPSA , Remote
Position: UN Women Administrative Assistant, N-PPSA 5, Remote based (12 months duration)
Administrative Assistant – Civil Society Division (CSD)
Provide comprehensive executive, administrative, and operational support to the Director of the Civil Society Division to ensure efficient functioning of the Director’s Office and the Division.
The position is home‑based, working according to New York, USA time zone (Eastern Daylight Time) hours.
Key Responsibilities
• Executive and front‑office support: manage the director’s calendar, schedule meetings, coordinate appointments, track action points and deadlines.
• Administrative and operational support: coordinate divisional operations, documentation, record‑keeping, maintain filing systems, back‑stop administrative functions.
• Meetings, events and logistics coordination: plan workshops, events, schedule, logistics, prepare background materials, arrange catering, manage access to UN premises, support procurement related to meetings.
• Travel coordination and management: arrange itineraries, travel requests, visa processing, support travel for CSW and standardise procedures.
• Communication, information flow and coordination: manage correspondence, draft routine communications, support dissemination, respond to queries, provide internal updates.
• HR and knowledge management support: assist with consultant and intern recruitment, maintain records, facilitate access to key documents.
• Perform other duties as required to ensure efficient functioning of the office and organisation.
Core Competencies
• Integrity, professionalism and respect for diversity.
• Awareness and sensitivity regarding gender issues; accountability; creative problem‑solving; effective communication; inclusive collaboration; stakeholder engagement; leading by example.
• Functional competencies: work under pressure and meet deadlines; strong interpersonal and coordination skills; proactive problem‑solving; excellent organisational and time‑management skills; strong attention to detail; ability to manage competing priorities; technical skills in administrative processes; discretion in handling confidential information.
Recruitment Qualifications Education
• Completion of secondary education required.
• Bachelor’s degree in Business Administration, Public Administration, Management or a related field is an asset.
Experience
• At least 5 years of progressively responsible experience in administrative, executive or operational support functions, preferably within the UN system or an international organisation.
• Experience managing senior‑level calendars, meeting logistics and administrative workflows.
• Experience with modern web‑based ERP systems (preferably Oracle Cloud).
• Experience with computers and office software, spreadsheets, databases and web‑based management systems.
• Experience supporting senior‑management offices in an international organisation or the UN system desirable.
Languages
• Fluency in English required.
• Knowledge of another official UN language (French, Arabic, Chinese, Russian or Spanish) desirable.
EEO Statement
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, colour, 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 organisational need.
#J-18808-Ljbffr
Apply tot his job
Apply To this Job
Administrative Assistant – Civil Society Division (CSD)
Provide comprehensive executive, administrative, and operational support to the Director of the Civil Society Division to ensure efficient functioning of the Director’s Office and the Division.
The position is home‑based, working according to New York, USA time zone (Eastern Daylight Time) hours.
Key Responsibilities
• Executive and front‑office support: manage the director’s calendar, schedule meetings, coordinate appointments, track action points and deadlines.
• Administrative and operational support: coordinate divisional operations, documentation, record‑keeping, maintain filing systems, back‑stop administrative functions.
• Meetings, events and logistics coordination: plan workshops, events, schedule, logistics, prepare background materials, arrange catering, manage access to UN premises, support procurement related to meetings.
• Travel coordination and management: arrange itineraries, travel requests, visa processing, support travel for CSW and standardise procedures.
• Communication, information flow and coordination: manage correspondence, draft routine communications, support dissemination, respond to queries, provide internal updates.
• HR and knowledge management support: assist with consultant and intern recruitment, maintain records, facilitate access to key documents.
• Perform other duties as required to ensure efficient functioning of the office and organisation.
Core Competencies
• Integrity, professionalism and respect for diversity.
• Awareness and sensitivity regarding gender issues; accountability; creative problem‑solving; effective communication; inclusive collaboration; stakeholder engagement; leading by example.
• Functional competencies: work under pressure and meet deadlines; strong interpersonal and coordination skills; proactive problem‑solving; excellent organisational and time‑management skills; strong attention to detail; ability to manage competing priorities; technical skills in administrative processes; discretion in handling confidential information.
Recruitment Qualifications Education
• Completion of secondary education required.
• Bachelor’s degree in Business Administration, Public Administration, Management or a related field is an asset.
Experience
• At least 5 years of progressively responsible experience in administrative, executive or operational support functions, preferably within the UN system or an international organisation.
• Experience managing senior‑level calendars, meeting logistics and administrative workflows.
• Experience with modern web‑based ERP systems (preferably Oracle Cloud).
• Experience with computers and office software, spreadsheets, databases and web‑based management systems.
• Experience supporting senior‑management offices in an international organisation or the UN system desirable.
Languages
• Fluency in English required.
• Knowledge of another official UN language (French, Arabic, Chinese, Russian or Spanish) desirable.
EEO Statement
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, colour, 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 organisational need.
#J-18808-Ljbffr
Apply tot his job
Apply To this Job