Duties and Responsibilities
1. 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 for the UN Women Country Representative;

• Answer and screen calls for the Country Representative with tact and discretion;

• Maintain roster of Country Office contacts.

2. Provide administrative support to the UN Women Country Representative

• 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 for meetings, missions, and other key events.

3. Provide effective communication and information management support to the Country Representative’s Office

• 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;

• Draft routine correspondence and interoffice circulars;

• Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

4. 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.

5. 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;

• 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 or public administration is an asset.

Experience:

• At least five (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 an asset;

• Experience with the ATLAS system is an asset.

Language Requirements:

• Fluency in English and Kiswahili is required;

• Knowledge of the other UN official working language is an asset.