Overview
Provide executive support to the UN Women Country Representative and Senior Management Team, managing communications, schedules, and administrative tasks to ensure efficient office operations.
Key Responsibilities
- Manage the Country Representative’s calendar, appointments, and meetings.
- Handle official travel arrangements, including creating requests, logistics, and briefing folders.
- Maintain and update contact rosters and mailing lists.
- Screen, prioritize, and manage sensitive communications.
- Manage administrative files related to missions and reports.
- Research, compile, and synthesize information for requests.
- Lead logistical, administrative, and financial arrangements for high-level meetings and missions.
- Organize and document meetings, prepare minutes, and track management actions.
- Prepare briefing materials and presentations.
- Organize and monitor the office filing system.
- Follow up with the Country Representative on deadlines and commitments.
- Monitor deadlines, commitments, and implementation of management decisions.
- Facilitate information flow between the Country Representative and other units.
- Review, analyze, prioritize, and route correspondence.
- Respond to or direct inquiries.
- Draft official correspondence, notes verbales, and internal communications.
- Review documents and reports for accuracy.
- Maintain and organize hard and electronic files.
- Coordinate and finalize informal translations and serve as interpreter.
- Coordinate protocol and logistical arrangements for high-level visits.
- Facilitate the Country Representative’s interaction with external partners.
- Receive and greet high-ranking officials/visitors.
- Contribute to knowledge management and information sharing.
- Document and disseminate best practices in executive and administrative support.
Required Experience
- At least 7 years of progressively responsible experience with administrative, secretarial, or programme experience.
- Experience with the UN system or other international organization is required.
- Demonstrated experience in drafting official correspondence, meeting minutes and internal communications is required.
- Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems is required.
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Qualifications
- Completion of secondary education is required.
- Bachelor’s degree in business administration or public administration is an asset.
