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.

The UN Women Ethiopia Country Office (ECO) contributes to the United Nation’s shared goals in supporting the Government of Ethiopia to achieve its sustainable development and humanitarian priorities, and commitments to the 2030 Development Agenda.  Four strategic priorities are identified in the United Nations Sustainable Development Cooperation Framework (UNSDCF) 2020-2025 that address multidimensional poverty, inequalities, social exclusion, and marginalization, with a focus on youth, women, and girls; supporting the transition to an inclusive and diversified economy; deepening Ethiopia’s democratic transition and promoting peace; and promoting a green and resilient economy. The Country Office will focus on sustainability through enhanced ownership of interventions that align with national priorities, policies, strategies, and plans.To achieve the mandate driven objectives and goals , UN Women heavily relies on a competent and committed workforce in both programmes and operations .

Reporting to Country Representative, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Country Representative maintaining full confidentiality in all aspects of assignment and, in close coordination with the Country Office (CO) office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

Provide executive support to the UN Women 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 CO 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’s requests.
  • Provide administrative support to the UN Women 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 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 CO

  • 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;
  • 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’s 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.

Competencies

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

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.

Required Skills and Experience

Education

  • Completion of secondary education is required;
  • Bachelor’s degree in business administration , Public Relations , Secretarial Studies  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;
  • Experience with the ATLAS system is an asset.
  • Previous experience with UN or any other International Organizations in similar position

Language 

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

Application:

  • All applications must include (as an attachment) a completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.
  • Kindly note that the system will only allow one attachment and candidates are required to include in the P-11 form links for their previously published reports and articles completed within the last two years. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

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.)