Executive Associate

5 months ago

مصر, Egypt United Nations Entity for Gender Equality and the Empowerment of Women (HQ) Full time

**Description**:
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.

Reporting to Regional Director, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Regional Leadership Office (RLO) which includes the Regional Director and the Deputy Regional Director. The Executive Associate maintains full confidentiality in all aspects of the assignment and manages efficient flows of information and communications to ensure expeditious dissemination of information, timely action, and compliance with established deadlines.

**Responsibilities**:
Provide executive support to the UN Women RLO:
Manage the UN Women Regional Director and Deputy Regional Dircetorscalendar, and schedule of appointments and meetings;
Arrange travel and hotel accommodations and other logistics for the UN Women Regional Director and Deputy Regional Director;
Maintain a roster of Regional Office contacts; update electronic mailing lists;
Answer and screen calls for the RLO with tact and discretion;
Manage administrative files on the Regional Director’s and Deputy Regional Director’s mission travel and mission reports;
Research files, collect information, and organize materials as needed.

Provide administrative support to the UN Women RLO:
Undertake the logístical, administrative, and financial arrangements, to organize meetings, events, and workshops;
Organize and attend meetings and events, prepare minutes and summaries;
In close collaboration with the Special Assistant to the Regional Director, prepare and assemble briefing materials and PowerPoint presentations for the Regional Director and Deputy Regional Director for meetings, missions, and other key events;
Organize and monitor the office filing system;
Follow up with the Regional Director and Deputy Regional Director on deadlines and commitments.

Provide effective communication and information management support to the RLO:
Facilitate the flow of information and communication between the UN Women RLO and other units within or outside of UN Women;
Review, prioritize, and route correspondence to and from the UN Women RLO; take proactive follow-up action and keep the Regional Director and Deputy Regional Director 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.

Provide support to the RLO’s external relations activities:
Facilitate the Regional Director’s and Deputy Regional Director’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, and coordinate logístical arrangements related to visits.

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 Regional Director and the Deputy Regional Director;
Quality presentation of information;
Quality and timely organization of events/ meetings;
Adherence to protocol.

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, secret

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