Executive Assistant to Head of Office

Contract

This is a SB-2 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-2 contracts.

Background

II. Organizational Context

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 overall guidance of the Head of Office and the direct supervision of the Operations Manager, the Executive Assistant provides support to the Head of Office incl. office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Executive Assistant promotes a client, quality and results-oriented approach.

The Executive Assistant works in close collaboration with the operations and programme staff and all personnel in country office, incl. stakeholders/ partners to exchange information and ensure consistent service delivery.

Duties and Responsibilities

III. Functions and key results expected

Summary of Key Functions:

1. Provide administrative support to the UN Women Head of Office
2. Provide Admin Support & Logistical Support to Office
3. Facilitate effective communications, information management support and management of knowledge building

Provide administrative support to the UN Women Head of Office

1. Provide administrative support incl. managing schedule/ appointment of the UN Women Head of Office and ensuring related protocol;
2. Receive and direct visitors to the Head of Office incl. ensuring access to the compound.
3. Arrangement of appointments and meetings, and/or taking minutes as required;
4. Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff, wherever possible;
5. Effective daily management of mail (incoming and outgoing); incoming phone call, incoming and outgoing registry/ e-mail, and administration of pouch system;
6. Arrangement for Head of Office travels incl. liaising with Admin Assistant and preparation of requisitions in Atlas as applicable;
7. Organize regular and ad-hoc meetings as requested by Head of Office or Operations Manager; Programme; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
8. Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
9. Use of automated office management system.
10. Provide other support, when required by the Head of Office

Provide administrative support & logistical support to office

1. Arrangement of vehicle transportation, regular vehicle maintenance and insurance and checking and recording of vehicle daily log and registration and fuel consumption, update and maintenance of vehicle history report;
2. Provide support for new staff/personnel to obtain ID, email account and VISA application and ensuring completing of mandatory courses.
3. Administrative support to organization of conferences, workshops, retreats/ events incl. confirmation of participants, when needed;
4. Manage and maintain list of mandatory trainings and office learning plan
5. Maintain and update contact information lists and security communication tree for office incl. staff list, BCP and for the Government and CSO partners.

Key custodian

Facilitate effective communications, information management support and management of knowledge building

1. Maintain the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
2. Coordinate the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
3. Facilitate information sharing with Management, Programme and Operations Teams.
4. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Head of Office;
5. Draft routine correspondence, interoffice circulars & related documents,

minutes of meetings when requested, translations when required;

IV. Impact of Results

The key results have an impact on the efficiency of the country office. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN Women as an effective contributor to the development of the country.

Competencies

V. 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

Knowledge Management and Learning

1. Shares knowledge and experience

2. Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

1. Ability to perform a variety of standard tasks related to front desk service, Telephone communication service and update of staff information.
2. Ability to perform work of confidential nature and handle a large volume of work
3. Good knowledge of administrative rules and regulations
4. Strong IT skills,
5. Demonstrate excellent knowledge of protocol

Leadership and Self-Management

1. Focuses on result for the client and responds positively to feedback

2. Consistently approaches work with energy and a positive, constructive attitude

3. Remains calm, in control and good humored even under pressure

Required Skills and Experience

VI. Recruitment Qualifications

Education:

Secondary Education preferably with specialized certification in Office Administration, Finance or Public Administration, Economics, Political Science and Social Sciences but it is not a requirement. Bachelor’s degree in relevant areas is an advantage.

Experience:

• Minimum of 3 years’ experience in handling administrative and financial matters incl. direct support to the executive/ as personal assistant.
• Good communication with various stakeholders
• Proven experience in logistic support
• Computer literate

Language Requirements:

Fluency in English is required. Knowledge of official national language essential.