EXECUTIVE ASSISTANT TO REPRESENTATIVE- FOR UN WOMEN
Advertised on behalf of : Location : Lilongwe, MALAWI
Application Deadline : 04-Jul-14
Additional Category Women's Empowerment
Type of Contract : FTA Local
Post Level : GS-5
Languages Required : English
Starting Date : (date when the selected candidate is expected to start) 01-Aug-2014
Duration of Initial Contract : 1 Year
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.
Under the guidance and supervision of the UN Women Representative, the Executive Assistant provides a variety of executive administrative support in the Office of the UN Women Representative. S/he facilitates the efficient flow of information and communication within the Office of the UN Women Representative to ensure expeditious dissemination of information and timely action.
Duties and Responsibilities
Provide administrative support to the UN Women Representative:
- Provides administrative support to the UN Women Representative ensuring the smooth and efficient functioning of the UN Women Representative's office;
- Assembles briefing materials and prepare power-points and other for the UN Women Representative;
- Support the UN Women Representative in managing his/her calendar and schedule of appointments and meetings;
- Arranges travel/hotel accommodations and other logistics for the UN Women Representative;
- Under the guidance of the Operations unit, undertakes logistical administrative and financial arrangements, for meetings, events and workshops organized by the UN Women Representative;
- Administesr and manages the office leave plans and attendance system;
- Maintains the roster of the UN Women Representative's contacts for easy access and reference.
Facilitate effective communications and information management support
- Facilitates the flow of information/communication between the UN Women Representative Office and other Units within and outside UN Women office and enhance this flow of information/communication as needed;
- Reviews, prioritizes and routes correspondence to and from the Office of the UN Women Representative. Follow-up action and keep the UN Women Representative informed;
- Reviews correspondence for proper internal clearances prior to the UN Women Representative's signature;
- Responds and/or directs inquiries to the appropriate UN Women Unit for timely action and/or response;
- Maintains and organizes up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
Support to external relations activities:
- Supports the UN Women Representative's interaction with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices;
- Responsible for protocol matters, receives high ranking officials, and answesr calls/inquiries with tact and discretion;
- Organizes official events/hospitality for the UN Women Representative.
Competencies
CORE VALUES / GUIDING PRINCIPLES :
Integrity:
- Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism:
- Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
- Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
CORE COMPETENCIES:
Ethics and Values:
- Demonstrate and safeguard ethics and integrity
Organizational Awareness:
- Demonstrate corporate knowledge and sound judgment
Development and Innovation:
- Take charge of self-development and take initiative
Work in teams:
- Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Communicating and Information Sharing:
- Facilitate and encourage open communication and strive for effective communication
Self-management and Emotional Intelligence:
- Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
Conflict Management:
- Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
- Encourage learning and sharing of knowledge
Appropriate and Transparent Decision Making:
- Demonstrate informed and transparent decision making
FUNCTIONAL COMPETENCIES:
- Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the UN Women Representative's office, including data/schedule management, maintenance of protocol and information flow;
- Ability to perform work of confidential nature and handle a large volume of work
- Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
- Ability to organize and complete multiple tasks by establishing priorities;
- Ability to establish, builds and sustains effective relationships with clients, demonstrating understanding of client's;perspective; anticipates client needs and addresses them promptly;
- Ability to administer financial processes and transactions.
Required Skills and Experience
Education and certification:
- Completion of secondary education required.
- University degree or equivalent in Business or Public Administration is an asset.
Experience:
- A minimum of 5 years of administrative experience preferably in a large or international corporation or organization.
- Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
