Executive Associate at UN Women

Key Functions and Accountabilities:

Provide executive support to the UN Women South Africa Multi-Country Country Representative:

• Manage the UN Women Country Representative’s calendar, and schedule of appointments and meetings; 
• Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative; 
• Maintain roster of South Africa Multi-Country Office contacts; update electronic mailing lists; 
• Answer and screen calls for the Country Representative with tact and discretion; 
• Manage administrative files on the Country Representative mission travel and mission reports; 
• Research files, collect information and organize materials to meet the Country Representative requests. 

Provide administrative support to the UN Women South Africa Multi-Country Country Representative:

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops; 
• Organize and attend meetings and events, prepare minutes and summaries; 
• Prepare and assemble briefing materials and PowerPoint presentations for the Country Representative/ Regional Director for meetings, missions and other key events; 
• Organize and monitor the office filing system; 
• Follow up with the Country Representative/ Regional Director on deadlines and commitments. 

Provide effective communication and information management support to the South Africa Multi-Country Office:

• Facilitate flow of information and communication between the UN Women Country Representative 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/ Regional Director informed;  
• Respond to and/or direct inquiries to appropriate units for timely action/response;  
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct; 
• Maintain and organize up to date hard and electronic files for easy access and retrieval; 
• Ensure safekeeping of confidential materials; 
• Assist in the preparation and finalization of informal translations; act as interpreter as required. 

Provide support to the South Africa Multi-Country 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; 
• Receive and greet high ranking 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.

Education and Certification:

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

Experience:

• At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience; 
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems; is required 
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.