UN Women Administrative Assistant, N-PPSA 5, Remote based (12 months duration)

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 Civil Society Division (CSD) at UN Women leads the organization’s engagement with civil society organizations, feminist movements, and other stakeholders, with a focus on building and nurturing strategic, intersectional, and intergenerational partnerships that are essential for advancing gender equality and the empowerment of women and girls. The Division plays a central role in ensuring meaningful civil society participation in UN Women normative, programmatic, and coordination work, including global processes and intergovernmental engagements.

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 manage