Executive Associate
Agency UN Women
Title Executive Associate
Job ID 34827
Practice Area - Job Family Management - EXECUTIVE ASSOCIATE
Recommended:
Vacancy End Date (Midnight New York, USA) 05/02/2021
Duty Station Dar es Salaam, Tanzania, United Republic of
Education & Work Experience C-HS Graduate or Equivalent - 6 year(s) experience, G-Bachelor's Level Degree - 6 year(s) experience
Languages
Required: English
Desired: Swahili
Grade SB3
Vacancy Type Service Contract (SC)
Posting Type External
Bureau Africa
Contract Duration One Year with Possibility of Renewal
Open for Tanzania Nationals Only
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.
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Placing women’s rights at the centre of all its efforts, the UN Women
will lead and coordinate United Nations system efforts to ensure that
commitments on gender equality and gender mainstreaming translate into
action throughout the world. It will provide strong and coherent
leadership in support of Member States’ priorities and efforts, building
effective partnerships with civil society and other relevant actors.
United Nations in Tanzania is a One UN Pilot country, implementing UN
Reform through Delivering as One (DaO) with twenty UN agencies operating
under One Programme - the UN Development Assistance Plan (UNDAP), UNDAP
I (2011-2016) and UNDAP II (2016-2021). Through the UNDAP UN Women
supports its partners in implementing and monitoring the international
and regional agreements on women’s rights and developing capacity to
integrate gender equality into national and regional development
strategies, laws and policies. UN Women contributes to results in five
of the ten UN Programme Working Groups with staff based in Dar es Salaam
Reporting to Country Representative, the Executive Associate is
responsible for providing a variety of executive administrative support
to the UN Women Country Representative, maintaining full confidentiality
in all aspects of assignment and, in close coordination with the
Country Office (CO) 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.
The Executive Associate works in close
collaboration with UN Women staff, UN Agencies and national authorities
to ensure efficient flow of information, actions on instructions,
agendas.
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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 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’s mission travel and mission reports;
Research files, collect information and organize materials to meet the Country Representative’s 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’s 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’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. 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.
Key Performance Indicators
- Timely and quality support to the Country Representative
- Quality presentation of information
- Quality and timely organization of events/ meetings
- Adherence to protocol
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Core Values:
- Respect for Diversity
- Integrity
- Professionalism
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- 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.
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Education and certification:
- Completion of secondary education is required;
- Bachelor’s degree in business administration or public administration is an asset.
- Experience:
- At least (six) 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.
- Fluency in English and Kiswahili is required;
- Knowledge of the other UN official working language is an asset.
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UN WOMEN is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
Vacancy End Date (Midnight New York, USA) 05/02/2021
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