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.ย ย
ย Under the guidance and direct supervision of the Country Representative, the Executive Associate ensures effective and efficient functioning of the management office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.ย ย
The Executive Assistant to the Country Representative works in close collaboration with UN Women staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.ย
Key Functions and Accountabilities:
Ensure executive support to the UN Women Country Representative:
Manage the UN Women Country Representativeโs calendar and schedule of appointments and meetings.ย Arrange travel and hotel accommodations for the UN Women Country Representative. Answer and screen calls for the Country Representative with tact and discretion. ย ย Ensures that all related logistics to the office/GH of CR/Sudan are well functioning, including IT-related, electricity, AC, etc., in coordination with related departments Follows up on deadlines, commitments made, actions taken, and coordination of collection and the submission of documentsย Maintains repositories of high-level partner contact lists and ensures a regular update and coordinate the meeting with other UN agencies, Government authorities, Embassies, INGO, NGO, etcโฆProvide effective communication and information management support to the Country Representativeโs Office:
Facilitate flow of information and communication between the UN Women Country Representativeโs Office and other units within or outside of UN Women.ย 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.ย Respond to and/or direct inquiries to appropriate units for timely action/response. Draft routine correspondence and interoffice circulars.ย Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.ยProvide support for the Country Representative Officeโs external relations activities:
Facilitate the Country Representativeโs interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices.ย Meet and greet officials/visitors.ย ย ย Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.ยProvide field security support to the Sudan Country Office
ย Help to assess the security situation and ensure gathering, verification and dissemination of security information as required. Assist in maintaining the Security Plan, including updating staff lists. Help with the preparation of the UNWOMEN Security Plan. Support actions during the implementation of the Security Plan, as required. Assist in the implementation of the Security Risks Management (SRM) measures as appropriate. Assist in reporting security incidents affecting UNWOMEN staff, offices, and assets. Provide support in organizing and conducting training courses and orientation as required. Send daily VHF radio checks Maintain the emergency stock supplyย Helps to maintain the Warden process/Communication treesยProtocol and Liaison:
Liaise with the government and authority for HAC (state and federal level) permissions and approvals, clearances, and any security-related matters. Liaise with the Ministry of Foreign Affairs MOFA regarding Visas, a stay permit, meeting with a government official, and the ministriesย Provide the logistic, administrative and protocol required for all CO internal and external missions, including visa, residence permits, and airport pickups/drop-off as well as open VIP lounge process Contribute to knowledge building and knowledge sharing: Provide administrative support for effective knowledge management and sharing within the office and other ย ย offices/HQs. Build and share knowledge and experience related to administrative and operations support.ย 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:
Integrity. Professionalism. Respect for Diversity.Core Competencies:
Awareness and Sensitivity Regarding Gender Issues. Accountability. Creative Problem Solving. Effective Communication. Inclusive Collaboration. Stakeholder Engagement. Leading by Example.Please visit this link for more information on UN Womenโs Core Values and Competencies:ย
https://www.unwomen.org/en/about-us/employment/application-process#_Values
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.ยQualifications:
Education:
Completion of secondary education is required.ย Bachelorโs degree in business administration or public administration is an asset.ยExperience:ย
At least 6 years of progressively responsible experience with administrative, secretarial, or program experience.ย Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems; is required.ย Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.Languages:
Fluency in English is required. Working Knowledge of another official UN language.Statements :
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates,ย and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age,ย ability, national origin,ย 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 toย UN Womenโsย policiesย and proceduresย andย theย standardsย of conduct expected of UN Women personnelย 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.)
Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.
ย