Summary of Key Functions:
1. Provision of administrative support to the UN Women Representative
2. Provision of effective communications and information management support to the office
3. Support to external relations activities
4. Support to facilitation of knowledge building and knowledge sharing
1. Provision of administrative support to the UN Women Representative
• Provide administrative and secretarial support to the UN Women Representative ensuring the smooth and efficient functioning of the Representative's office.
• Support the UN Women Representative in the preparation and updating of his/her travel plans. Make travel arrangements for the Representative and senior staff. Prepare required travel requisitions and monitor the budget. Set up and manage administrative files on the Representative’s mission travel and mission reports. Arrange hotel accommodations and other related logistics.
• Assemble briefing materials and prepare power-points and other presentations including computer generated visuals such as graphs for the UN Women Representative.
• Draft non-substantive correspondence, takes dictations and transcribes documents and reports ensuring that spelling, punctuation and format are correct.
• Research files, collect information and organize a diversity of material to meet the UN Women Representative’s needs.
• Undertake logistical administrative and financial arrangements, in consultation with the Operations team, for meetings, events and workshops organized by the office.
• Manage the UN Women Representative’s calendar and schedule of appointments and meetings; receive high ranking officials/visitors; take minutes and/or notes, as required and answer and screen calls with tact and discretion.
• Maintain relevant data of the UN Women Representative's contacts for easy access and reference. Keep updated electronic mailing lists.
• Set up and monitor the UN Women Representative’s office filing system and follow up system ensuring accuracy and confidentiality. Ensure close follow up on deadlines and commitments.
2. Provision of effective communications and information management support to the office
• Facilitate the flow of information/communication between the UN Women Representative and other Units within and outside the office; recommend and/or establish systems and streamline procedures to enhance established workflows.
• Review, prioritize and route correspondence to and from the office of the UN Women Representative. Take proactive follow-up action and keep the UN Women Representative informed.
• Promptly route all correspondence, directives and requests to the UN Women UN Women Representative for timely action and/or signature; review correspondence for proper internal clearances prior to the UN Women Representative's signature.
• Respond and/or direct inquiries to the appropriate section/unit for timely action and/or response.
• Assist in the preparation and finalization of informal translations; may act as interpreter, as required.
3. Support to external relations activities
• Facilitate the UN Women Representative’s interaction with various external partners such as government officials, donors, civil society, UN agencies and other partners through effective use of written, verbal and electronic communication.
• Responsible for protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to missions.
• Organize official events/hospitality for the UN Women Representative; distribute special assignments to support staff in relation to special events.
4. Support to facilitation of knowledge building and knowledge sharing
• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs.
• Systematic gaining and sharing of knowledge and experience related to administrative and operations support.
• Sound contributions to knowledge networks and communities of practice.
The key results have an impact on the efficiency of the UN Women Representative’s office. Accurate analysis and presentation of information strengthens the capacity of the Representative’s office and promotes the image of UN-Women as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in achievement of the desired results.
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