UN WOMEN Jobs - 56117- Executive Assistant for UN Women Resident Represen

Executive Assistant for UN Women Resident Representative

Advertised on behalf of

UN WOMEN

Location :

Lilongwe, MALAWI

Type of Contract :

FTA Local

Starting Date :

01-Jun-2015

Application Deadline :

12-May-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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.

Under the guidance and supervision of the UN Women Representative, the Executive Assistant provides a variety of executive administrative support in the Office of the UN Women Representative. S/he facilitates the efficient flow of information and communication within the Office of the UN Women Representative to ensure expeditious dissemination of information and timely action.

Duties and Responsibilities

Provides administrative support to the UN Women Representative:

Provides administrative support to the UN Women Representative ensuring the smooth and efficient functioning of the UN Women Representative's office;
Assembles briefing materials and prepare power-points and other for the UN Women Representative;
Supports the UN Women Representative in managing his/her calendar and schedule of appointments and meetings;
Arranges travel/hotel accommodations and other logistics for the UN Women Representative;
Under the guidance of the Operations unit, undertakes logistical administrative and financial arrangements, for meetings, events and workshops organized by the UN Women Representativ;
Administers and manages the office leave plans and attendance system;
Maintains the roster of the UN Women Representative's contacts for easy access and reference.

Facilitate effective communications and information management support:

Facilitates the flow of information/communication between the UN Women Representative Office and other Units within and outside UN Women office and enhance this flow of information/communication as needed;
Reviews, prioritizes and routes correspondence to and from the Office of the UN Women Representative. Follows-up action and keeps the UN Women Representative informed;
Reviews correspondence for proper internal clearances prior to the UN Women Representative's signature;
Responds and/or directs inquiries to the appropriate UN Women Unit for timely action and/or response;
Maintains and organizes up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.

Support to external relations activities:

Supports the UN Women Representative’s interaction with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices;
Responsible for protocol matters, receive high ranking officials, and answer calls/inquiries with tact and discretion.
Organizes official events/hospitality for the UN Women Representative.

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:

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the UN Women; Representative's office, including data/schedule management, maintenance of protocol and information flow;
Ability to perform work of confidential nature and handle a large volume of work;
Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
Ability to organize and complete multiple tasks by establishing priorities;
Ability to establish, builds and sustains effective relationships with clients, demonstrating understanding of client's perspective; anticipates client needs and addresses them promptly;
Ability to administer financial processes and transactions.

Required Skills and Experience

Education and certification:

Completion of secondary education required;
University degree or equivalent in Business or Public Administration is an asset.

Experience:

A minimum of 5 years of administrative experience preferably in a large or international corporation or organization;
Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems.

Language Requirements:

Fluency in English and Chichewa is required;
Knowledge of the other UN working knowledge is an asset.