Executive Support Consultant at UN Women

Job Description
Background:

Description of Responsibilities:

• Provide executive support to the UN Women Country Representative South Africa Multi-Country Office:
• Manage the Country Representative calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative South Africa Multi-Country Office;
• 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 Country Representative South Africa Multi-Country Office:
• 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 for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Country Representative 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; take proactive follow-up action and keep the Country Representative 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 Country representative South Africa Multi-country office’s external relations activities:
• Facilitate the Country representative 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, and 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.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

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 Values and Competencies Framework: 

Functional Competencies:

• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and
• information flow;
• Good 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.

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. 

Languages:

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