UN Advocacy Assistant

  Responsible to:        Head of UN Advocacy 

  Key Relationships:   UN Advocacy Officers, Finance Team, Projects Team, Law and                                                     Policy Team, Thematic Teams, Regional Offices and Regional                                                        Teams, Communications Team, Campaigner and external partners

  Working hours:        Part time, 3 or 3.5 days a week (with possibility of increase subject                                                to securing additional funding)

  Contract:                   Permanent

 

ABOUT US

Established in 1987, ARTICLE 19 works for a world where all people everywhere can freely express themselves and actively engage in public life without fear of discrimination. Our mission is to promote and defend the universal human rights of freedom of expression and information around the world, through international advocacy, legal analysis, and regional and national projects.

In the previous five years, one of the key achievements of ARTICLE 19 has been expanding and strengthening our international reach by consolidating our presence outside the UK, recruiting national or regional staff, and establishing strong and operationally autonomous national or regional offices.  Being based in the countries and regions on which we work, we believe we have a better understanding of regional and national realities and local needs and thus have greater impact on freedom of expression developments. We are able to respond more swiftly to opportunities or crises. We are closer to our partners, and thus more capable to respond to their demands and strengthen interactions and capacities. ARTICLE 19 regional/national offices are able to rely on ARTICLE 19’s international work, legal and policy expertise, and its reputation for delivery and impact, and bring all of these qualities and characteristics to national debates for a stronger protection of the right to access to information and freedom of expression. ARTICLE 19 Law Team and UN Teams are operating from the international office in London, with some staff members located in other offices globally. 

 

ABOUT THE ROLE

The UN Advocacy Assistant is a support function essential to the effective delivery of ARTICLE 19’s UN strategic plan, and to the achievement of the organization’s “Expression Agenda” (XpA). The UN Advocacy Team sits within ARTICLE 19’s international office, with the team currently divided between London (where the post is situated), and New York. 

The UN Advocacy Team works to coordinate and provide expert input to UN processes on two fronts. Firstly, we seek to influence international human rights standards, engaging to strengthen UN resolutions relating to freedom of expression. Secondly, we work with UN mechanisms to both advance those standards and ensure States are held accountable to them. Our theory of change relies upon informing both aspects of our advocacy with ARTICLE 19’s extensive regional expertise and experience, requiring extensive coordination with ARTICLE 19 regional offices and programmes

The post-holder is essential to and responsible for supporting the UN Advocacy team in delivering its activities, with a focus on the day-to-day administrative and logistical support, under the supervision of the Head of UN Advocacy.

The post-holder will plan and deliver the logistics for advocacy missions and related project activities. This will include leading on making travel, visa and accommodation arrangements for ARTICLE 19 staff and external partners participating in UN team advocacy missions and events, managing UN accreditation processes, assisting with scheduling, and supporting outreach to external stakeholders including foreign embassies, UN bodies and other relevant entities as required, ensuring the smooth and effective operation of advocacy missions and events.

The post-holder will play a key role in providing day-to-day administrative support to the UN Advocacy team, such as processing and tracking team expenditure against large and complex budgets; developing and maintaining team file management systems, and contact databases; uploading materials onto the website and coordinating the delivery of communications products; supporting coordination with other teams; and supporting the development of internal and external financial and narrative reports in line with donor requirements.

The post-holder will support the planning, coordination and delivery of the UN team’s advocacy work, including by assisting with the proof-reading and editing of a wide range of advocacy outputs for a variety of audiences and, where the completion of other responsibilities permits, contributing to the research and drafting of such outputs.

The post-holder will be based in London and managed remotely by the Head of UN Advocacy based in New York. The post-holder will need to be a self-starter, able to carry out tasks independently, and with limited supervision, demonstrating initiative and sound judgment. The role demands the ability to effectively manage and prioritize multiple competing work-streams and deadlines, within a fast-paced team, and global, multi-lingual, and culturally diverse organisation.

 

KEY RESPONSIBILITIES

Under the supervision of the Head of UN Advocacy, the role will have the following key responsibilities: 

Administrative support to project management and implementation

  • Supporting the team in project management of specific projects, keeping track of key project commitments and requirements;
  • Developing  and maintaining up-to-date financial records for the tracking of project expenditure, and assisting with monitoring expenditure against project budgets, to ensure expenditure along budget lines;
  • Processing invoices, including expense claims, ensuring compliance with relevant policies, and liaising with finance for tracking payments, and communicating with payees; 
  • Supporting the development of timely financial and narrative donor reports, ensuring compliance with internal and external guidelines for project reporting and deadlines;
  • Assisting with production of timely and compliant internal narrative reporting, as well as monitoring and evaluation processes;
  • Assisting Responding to administrative and project management related enquiries from other teams within ARTICLE 19, in particular the Finance and Project teams, and other budget-holders within the organisation.
  • Supporting coordination and information exchange between the UN Advocacy team and ARTICLE 19 regional offices, and programmatic teams;
  • Ensuring the organized storage, maintenance, updating, and archiving of UN Advocacy Team files in a new cloud-based system.

Planning and logistics for advocacy missions and events

Ensuring the smooth, timely and effective delivery of all UN Team advocacy missions and events (including conferences, expert meetings, workshops, trainings, and other UN events, in particular around the Human Rights Council, Universal Periodic Review, and General Assembly), including;

  • Planning coordinating and executing logistics of international advocacy missions, including invitations, flights, accommodation, visa applications, expenses, catering, creation and dissemination of logistics packs, and preparation and dissemination of meeting/event materials;
  • Managing ARTICLE 19 UN accreditations for staff, as well as accreditations for all partners attending UN meetings and events;
  • Assisting with the coordination and outreach to Member States and UN entities as required, including by scheduling meetings for ARTICLE 19 staff and partners;
  • Where necessary, attending advocacy missions to assist with the smooth operation of events.
  • Developing and maintaining an advocacy contacts database;
  • Updating internal ARTICLE 19 planning and coordination tools and calendars ("The Wiki").

Communications and Advocacy

  • Proof read, edit, and format UN advocacy submissions and communications outputs;
  • Assist the coordination and delivery of UN advocacy submissions and briefings, including in relation to OHCHR and Special Procedure expert reports, Universal Periodic Review submissions, and Treaty Body submissions, through preparing templates, and gathering information and data as required. 
  • Support the monitoring of key developments at the UN, including by reviewing and reporting on official statements, events and debates at the UN, feeding information back to the relevant teams, as required;
  • Support the production and translation of publications, in coordination with the communications team and external suppliers;
  • Support ARTICLE 19 external communications, including updating the website.

Other

  • Participate in regular bilateral meetings and phone calls with line manager, based in New York, and team meetings;
  • Actively engage in UN Advocacy Team discussions on project delivery, including planning, coordination, and strategy.
  • Represent the UN Advocacy Team at internal ARTICLE 19 meetings, as required;
  • Undertake other duties commensurate with the role as may reasonably be assigned by the Head of UN Advocacy.


PERSON SPECIFICATION

 Education

  • Educated to a degree level or equivalent;
  • Interest in the mechanics of civil society engagement with the UN, in particular in Geneva and New York;
  • Knowledge of donor requirements for project financial and narrative reporting, as well as methods and processes for maintaining project documentation, and tracking financial expenditure;
  • Knowledge of international human rights law and an interest in international human rights advocacy and effective civil society engagement in UN mechanisms.

Experience

  • Demonstrable experience of project-based administration within a non-governmental organisation;
  • Experience of contributing to financial and narrative reporting processes, and to compiling donor narrative and financial reports;
  • Experience in working with complex budgets and with maintaining up-to-date records of, and tracking, project expenditure against project budgets;
  • Experience of organising logistics for events, such as trainings, workshops, advocacy missions and conferences essential; experience of organizing events and large advocacy missions to the UN or other intergovernmental organisations, highly desirable; 
  • Experience of contributing to the drafting, proof-reading and editing of detailed legal and/or factual documents for a variety of external audiences, ideally in the context of international human rights work and/or UN advocacy;
  • Experience of working in a high-paced, geographically dispersed/remote team, and prioritizing among multiple competing tasks and tight deadlines;
  • Experience of working with individuals or groups who have suffered human rights violations or abuses, in particular communities facing discrimination or marginalization, desirable.

Skills and Abilities

  • Excellent administrative skills with a high level of accuracy and attention to detail;
  • Excellent written and verbal communication skills in English;
  • Confident in using project management and financial systems, including Excel, to work with budgets and financial documentation to ensure effective budgetary oversight, and strong ability to read and process financial documents;
  • Highly organised, with a strong ability to plan, multi-task, prioritise, and complete activities under time pressure and competing deadlines;
  • Ability to conduct research to a specific brief, checking facts using a variety of sources, and with a keen eye for detail;
  • Ability to proofread documents, including legal documents, in English to a high standard.
  • Ability to understand the importance of effectively executing administrative and logistical tasks to the strategic objectives of the UN advocacy team and the organization as a whole;
  • Self-motivation, proactive demeanour, and the ability to work with minimal supervision.

Other requirements

  • Must already have the right to work in the UK;
  • Ability to work in a multi-cultural environment and commitment to equal opportunities and non-discrimination;
  • Written and spoken fluency in another UN language (in particular French, Russian or Arabic) is desirable. 
  • Willingness and availability for travel on advocacy missions, as required.

Application deadline is 13th June 2019