Job Description

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.

The Executive Board Secretariat, officiating from the Executive Director's Office, is the interface between UN-Women and the Executive Board, consisting of the elected 41 Member States of the United Nations. The Secretary and the Secretariat team support the President of the Executive Board and the 4 Vice Presidents in organizing and delivering official and informal sessions and meetings of the Executive Board. This includes 3 official Board sessions, many informal briefings, UN-Women field visit, the (joint) field visit of the Executive Boards and the joint meeting of the Executive Boards of UNDP/UNFPA/UNOPS, UNICEF, UN-Women and WFP.

The Executive Board Secretariat provides support and advice to the Executive Director on all intergovernmental and political matters related to Executive Board activities and proceedings. It coordinates the substantive preparation of documentation submitted to the Executive Board through close collaboration with UN Women divisions and offices, and supports logistical and conference-servicing arrangements for Board meetings in liaison with the United Nations Secretariat, diplomatic missions, Member States, regional groups, and internal stakeholders. The Secretariat also assists in the organization of Executive Board field visits and joint Executive Board activities, serves as the secretariat to the Advisory Committee on Oversight (ACO), and supports the preparation, coordination, and follow-up of ACO sessions and related documentation.

Under the direct supervision of the Secretary of the Executive Board and in close coordination with the Executive Board Programme Analysts, the incumbent will support the implementation of the Secretariat's programme of work by preparing briefing notes, correspondence, meeting records, and other documentation; coordinating the preparation of Executive Board documentation in collaboration with UN Women divisions and the Executive Director's Office; leading communications and outreach activities, including management of the Executive Board X account, website content, generic inboxes, and distribution lists; serving as scheduling officer for the Secretary of the Executive Board; supporting inter-agency coordination and joint Executive Board activities; monitoring the implementation of Executive Board decisions through tracking matrices; coordinating with DGACM and other stakeholders on conference services arrangements; supporting the organization of Advisory Committee on Oversight (ACO) meetings; and providing administrative, substantive, and logistical support to Executive Board sessions, informal briefings, and related events, as well as undertaking other duties as required.

Scope of Work:

1. Coordinate Executive Board Secretariat Operations

• Coordinate the preparation of schedules, briefing materials, progress updates, and other management tools related to Executive Board activities.
• Maintain and organize Secretariat records, correspondence, knowledge resources, and institutional documentation.
• Support the Secretary of the Executive Board as Scheduling Officer, including calendar management and meeting coordination.
• Prepare formal session binders and other materials required for Executive Board sessions, Bureau meetings, informal briefings, and related governance events.
• Perform other Secretariat support functions as required.

2. Coordinate Executive Board Documentation, Reporting, and Governance Processes

• Support the preparation, review, coordination, monitoring, and reporting of documentation required for Executive Board meetings and decision-making processes.
• Assist in coordinating the substantive preparation of Executive Board documentation in liaison with UN Women divisions, regional and country offices, EDO, and other stakeholders.
• Draft and contribute to high-quality briefing notes, meeting records, reports, summaries, correspondence, and other documentation for internal and external audiences.
• Coordinate document submission processes, including timely submission of documents through G-Doc and uploading of finalized documents onto Executive Board websites and other relevant platforms.
• Support intergovernmental consultations, informal discussions, and negotiations related to Executive Board sessions and decisions.
• Liaise with DGACM and other service providers to facilitate timely translation, editing, conference servicing, and documentation requirements.
• Maintain and regularly update the matrix tracking implementation of Executive Board decisions and follow-up actions arising from Board sessions and Bureau meetings.
• Compile, analyze, and report information related to Executive Board activities and governance processes, contributing to institutional knowledge management and corporate reporting.

3. Coordinate Stakeholder Engagement, Meetings, and Events

• Provide coordination and logistical support for Executive Board meetings, governance processes, and special events.
• Coordinate logistical and conference service arrangements for Executive Board sessions, Bureau meetings, informal briefings, negotiations, and related events.
• Support the planning and coordination of Executive Board field missions, including travel arrangements through UN ALL, as requested.
• Coordinate with Member States, UN Women offices, United Nations entities, and other stakeholders to facilitate Executive Board activities.
• Support inter-agency governance initiatives, including Joint Executive Board meetings and related coordination mechanisms.
• Ensure timely updating of Joint Executive Board calendars and coordinate with partner agencies to avoid scheduling conflicts.

4. Support Communications and Information Management for the Executive Board Secretariat

• Coordinate communications and information management activities supporting the Executive Board Secretariat.
• Manage and develop content for the Executive Board's X (formerly Twitter) account and other communication channels.
• Maintain and regularly update the Executive Board website and related online platforms.
• Develop communication materials, including social media content, website updates, announcements, and communication packages related to Executive Board activities.
• Monitor the Executive Board generic mailbox and ensure timely responses and follow-up where appropriate.
• Maintain and regularly update Executive Board, Bureau, and stakeholder distribution lists.
• Provide proofreading and editorial support for Executive Board documentation and communication products, as requested.

5. Support the Advisory Committee on Oversight (ACO)

• Provide substantive, logistical, and administrative support to the Advisory Committee on Oversight.
• Coordinate preparations for ACO meetings, including scheduling, documentation, and logistical arrangements.
• Prepare, organize, and archive ACO documentation and records.
• Draft meeting records, action points, and follow-up correspondence arising from ACO meetings.
• Monitor and follow up on agreed actions and reporting requirements related to ACO discussions.

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Executive Board and ACO.

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:

• Produces high-quality, accurate, and detail-oriented work in a timely manner, ensuring professionalism, consistency, and accountability in all deliverables.
• Demonstrates strong organizational, planning, and coordination skills, with the ability to manage multiple priorities, competing demands, and complex assignments under tight deadlines.
• Exercises sound judgment, initiative, adaptability, and problem-solving skills, responding effectively to evolving priorities and operational requirements with minimal supervision.
• Builds and maintains effective working relationships with internal and external stakeholders through strong interpersonal, communication, and client-oriented skills.
• Demonstrates diplomatic acumen, political awareness, and tact in engaging with diverse stakeholders and supporting sensitive intergovernmental processes and high-level meetings.
• Demonstrates knowledge and experience in strategic communications, including content development, social media management, information dissemination, and stakeholder engagement.
• Applies sound budgetary and financial management practices, including monitoring expenditures, processing transactions, and supporting budget planning and reporting, while maintaining the highest standards of integrity, discretion, confidentiality, and professionalism.

Qualifications:

Education & Certifications:

• Master's degree in political sciences, social sciences, international relations, public administration, law, human rights, gender equality, management, social sciences or other related areas is required.
• A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience:

• At least 2 years of progressively responsible experience in administration, communications, inter-agency coordination and/or intergovernmental affairs is required.
• Proficiency in the use of computers and standard office software applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), as well as experience with spreadsheets, databases, and web-based management systems, is required.
• Experience working with United Nations entities, Permanent Missions, intergovernmental bodies, and/or other multilateral organizations is desirable.
• Demonstrated experience in coordinating and servicing intergovernmental meetings, governing body sessions, and/or high-level events involving senior officials and/or Member States is desirable.
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
• Experience in the professional management of institutional social media accounts and the development of digital communications content is desirable.
• Experience using photo-editing software, such as Adobe Photoshop or similar tools, is desirable.
• Experience working with the operational activities of the United Nations development system is desirable.

Languages:

• Fluency in English, oral and written, is required.
• Working knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).