Executive Assistant to Country Representative

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

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.

Egypt has a progressive constitution (2014) recognizing gender equality and non-discrimination guarantees. In March 2015, Egypt launched its strategy for sustainable development ‘Egypt Vision 2030’ (SDS), spanning the economic, social and environmental dimensions of sustainable development, and outlining the broader principles that will guide Egypt in pursuing its developmental goals. Furthermore, cognizant of women’s empowerment being a precondition for inclusive growth, the 2030 National Strategy for Women’s Empowerment (NSWE) was launched and endorsed by the President of Egypt.

The UN Women Egypt Country Office is based in Cairo, and works in the following priority areas:

• SP Outcome 2: Women lead, participate in and benefit equally from governance systems;
• SP Outcome 3: Women have income security, decent work and economic autonomy;
• SP Outcome 4: All women and girls live a life free from all forms of violence; and
• SP Outcome 5: Women and Girls contribute to and have greater influence in building sustainable peace and resilience and benefit equally from the prevention of natural disasters and conflicts and from humanitarian action.

Reporting to the Country representative, the Executive Assistant is responsible for providing a variety of executive administrative support to the Country Representative and the Deputy Country Representative with 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 the 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.

Duties and Responsibilities

1. Provide executive support to the UN Women Country Representative and the Deputy Country Representative

• Manage the UN Women Country Representative’s and Deputy Country Representative’s calendar and schedule of appointments and meetings;
• Arrange travel and hotel accommodations for the UN Women Country Representative and the Deputy Country Representative;
• Answer and screen calls for the Country Representative with tact and discretion;
• Maintain roster of Country Office contacts.

2. Provide administrative support to the UN Women Country Representative and the Deputy 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 and the Deputy Country Representative for meetings, missions, and other key events.

3. 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.

4. 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.

5. 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

Key Performance Indicators:

• Timely and quality support to the Country Representative;
• Quality presentation of information;
• Quality and timely organization of events/meetings;
• Adherence to protocol.

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.

Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

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:

• Bachelor’s degree in business administration, public administration, or any related field is an asset.

Experience:

• At least 3 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 ERP system is an asset;
• Experience in the UN common system or other international organizations considered an Asset.

Language Requirements:

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

Application:

Interested Individual Candidate must submit the following documents/information to demonstrate their qualifications:

• A cover letter with a brief presentation explaining your suitability for the vacancy;

• UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process;

• Copies of credentials as per education requirements stated above.

The above-mentioned documents should be merged in a standalone file including all them, since the online application submission does only permit to uploading one file per application. Incomplete submission can be a ground for disqualification.

Incomplete submission can be a ground for disqualification. Make sure that you provide a valid email address for future communications.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)