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.
UN Women South Africa Multi-Country Office (SAMCO) is based in Pretoria, South Africa and serves five countries: South Africa, Botswana, Lesotho, Namibia, and ESwatini.
Reporting to the Country Representative, South Africa Multi-Country Office, the Executive Support Consultant 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 South Africa Multi-Country Office (SAMCO) 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.
Description of Responsibilities:
Provide executive support to the UN Women Country Representative South Africa Multi-Country Office:
- Manage the Country Representative calendar, and schedule of appointments and meetings;
- Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative South Africa Multi-Country Office;
- Maintain roster of South Africa Multi-country office 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.
Provide administrative support to the UN Women Country Representative South Africa Multi-Country Office:
- 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.
Provide effective communication and information management support to the South Africa Multi-country Office:
- 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.
Provide support to the Country representative South Africa Multi-country officeโs external relations activities:
- Facilitate the Country representative 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 logistical 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.
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 visitย this linkย for more information on UN Womenโs Values and Competencies Framework:ย
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.
Education and Certification:
- Completion of secondary education is required;
- Bachelorโs 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; is required;
- Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.ย
Languages:
- Fluency in English is required;
- Knowledge of the other UN official working language is an asset
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.)