Executive Assistant at UN Women

Duties And Responsibilities

• Provide executive support to the UN Women Country Representative
• Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
• Arrange travel and hotel accommodations for the UN Women Country Representative;
• Answer and screen calls for the Country Representative with tact and discretion;
• Maintain roster of Country Office contacts.
• Provide administrative support to the UN Women Country Representative
• Provide administrative support for meetings, events, and workshops;
• Organize and attend meetings, prepare minutes and summaries;
• Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other key events.
• Provide effective communication and information management support to the Country Representative’s Office
• Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
• Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Draft routine correspondence and interoffice circulars;
• Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Provide support to the Country Representative Office’s external relations activities
• Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Meet and greet officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.
• Contribute to knowledge building and knowledge sharing
• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
• Build and share knowledge and experience related to administrative and operations support.

Competencies

Core Values

• Respect for Diversity
• Integrity
• Professionalism

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 manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
• Knowledge of administrative rules and regulations;
• Ability to perform work of confidential nature;
• Ability to create, edit, and present information in clear format, using appropriate IT functionality;
• Ability to administer administrative processes.

Required Skills And Experience

Education and certification:

• Completion of secondary education is required;
• Bachelor’s degree in business administration or public administration is an asset.

Experience

• At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
• Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems is an asset;
• Experience with the use of ATLAS / Oracle or a relevant Enterprise resource planning (ERP) system is an asset.

Language Requirements

• Fluency in English and Kiswahili is required;
• Knowledge of the other UN official working language is an asset.