Executive Assistant

Volunteering Admin Communications & PR

Overview

Ensure efficient functioning of the Special Representative and Deputy Country Representative office

You have:

• 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.
• Experience with Quantum system is an asset.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

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. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the development of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to putting them at the center of the global response to the crisis in Afghanistan. UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic and humanitarian situation, risks to and capacities of partner organizations, and needs of Afghan women and girls. UN Women Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Women’s Economic Empowerment, and (4) Women, Peace and Security.

Functional Competencies:

Under the guidance and direct supervision of the Special Representative and Deputy Country Representative, the Executive Assistant ensures effective and efficient functioning of the Special Representative and Deputy Country Representative office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Assistant to Special Representative and Deputy Country Representative works in close collaboration with UN WOMEN staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas

1. Ensures effective and efficient functioning of the Special Representative and Deputy Country Representative offices focusing on the achievement of the following results: • Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes. • Maintenance of protocol procedures. • Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions. • Preparation of informal translations. • Management of Special Representative and Deputy Country Representative Missions and representation schedule. • Maintenance of rosters of high-level partners, telephone lists. • Preparation of correspondence, directives, comments on behalf of Special Representative and Deputy Country Representative for his/her signature and making follow-up when required. • Use of automated office management systems for effective functioning of the Special Representative and Deputy Country Representative office. • Maintenance of small IT-related matters of Special Representative and Deputy Country Representative computer and coordinate with the IT section for maintenance of emails, internet, etc for Special Representative and Deputy Country Representative. • Maintenance of UN WOMEN Afghanistan calendar of events, meetings, sessions, and of UNCT calendar related to UN WOMEN.
2. Ensures provision of adequate communications support to the office focusing on achievement of the following results: • Maintenance of the filing system, ensuring the safekeeping of confidential materials. Use of automated filing system. • Coordination of the information flow in the office, follow up on circulation files. • Facilitation of information sharing between UNCT and the UN WOMEN. • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Special Representative and Deputy Country Representative. • Screening of all incoming calls and correspondence. • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
3. Ensures facilitation of knowledge building and management focusing on achievement of the following results: • Sound contributions to knowledge networks and communities of practice. • Organization of specialized trainings for secretaries and admin staff. Organization of trainings to UN WOMEN staff on coordination, administration, and protocol issues.

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

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 Quantum system is an asset.

This position is open for local applicants and UNWOMEN will not provide any accommodation facilities.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org