Executive Assistant at UN Women, Juba, South Sudan

Duties and Responsibilities

Provide executive support to the UN Women Country Representative, Deputy Representative and Programme Manager:

Manage the respective calendar and schedule of appointments and meetings;
Arrange travel and hotel accommodations for the Country Representative, Deputy and Programme Manager;
Answer and screen calls with tact and discretion;
Maintain roster of Country Office contacts.

Provide administrative support to Country Representative, Deputy Representative and Programme Manager:

Provide administrative support for meetings, events, and workshops;
Organize and attend meetings, prepare minutes and summaries;
Assemble briefing materials and prepare PowerPoint presentations for the Country Representative, Deputy Representative and Programme Manager for meetings, missions, and other key events.

Provide effective communication and information management support:

Facilitate flow of information and communication between the UN Women Country Representative’s Office, office of the Deputy Representative and Programme Manager and other units within or outside of UN Women;
Facilitate flow of information and communication between the UN Women Country Representative’s office and other UN Women Offices, including the Regional Office, Country Offices and Headquarters;
Review, prioritize, and route correspondence to and from the Country Representative Office, Deputy Representative and Programme Manager and take proactive follow-up action and keep the Country Representative informed;
Respond to and/or direct inquiries to appropriate units for timely action/response;
Draft routine correspondence and interoffice circulars;
Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

Provide support to the 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;
Meet and greet 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.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

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;
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 and Certification:

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

Experience:

At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems; is required;
Experience in the use of a modern web-based ERP Systems, preferably Oracle-based cloud solutions.

Languages:

Fluency in English;
Knowledge of Arabic is desirable.