EXECUTIVE ASSISTANT, Bujumbura, Burundi 359 views

Background

CONTEXTE

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.

Reporting to the Country Representative, the Executive Assistant is responsible for providing a variety of executive administrative and administrative support to the UN Women Country Representative maintaining full confidentiality in all aspects of assignment and, in close coordination with the Country Office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

FUNCTIONS

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 and other logistics for the UN Women Country Representative;
• Maintain roster of CO contacts; update electronic mailing lists;
• Answer and screen calls for the Country Representative with tact and discretion;
• Manage administrative files on the Country Representative mission travel and mission reports;
• Research files, collect information and organize materials to meet the Country Representative requests

2.Provide administrative support to the UN Women Country Representative

• Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Country Representative for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Country Representative on deadlines and commitments.

3.Provide effective communication and information management support to the CO

• Facilitate flow of information and communication between the UN Women Country Representative Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Country Representative; take proactive follow-up action and keep the Country Representative informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
• Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

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;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits

5.Provide general administrative and logistical support to the Office in accordance with UN Women rules and

regulations

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Maintain files and records relevant to office premises and related maintenance;
• Perform Buyer role in Atlas and prepare Purchase Orders; as alternate
• Prepare Request for Quotations, receipt of quotations, bids or proposals, their preliminary evaluation, as buyer alternate
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);

• Tags

  computer applications

  empowerment of women

  human rights

  information management

  interpreter

  knowledge management

  knowledge sharing

  logistics

  mailing lists

  office management

  peace and security

  public administration

  translation

  women and girls

• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Provide administrative support to conferences, workshops, retreats;
• Provide administrative support to vehicle management
• Maintain filing system ensuring safekeeping of confidential materials

6.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

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;
• Good 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 an asset.

EXPERIENCE

• At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience;
• Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems;
• Experience with the ATLAS system is an asset.

LANGUAGE REQUIREMENTS

• Fluency in French and English is required;
• Knowledge of the other UN official working language is an asset.

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.

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