Executive Assistant Job in Abuja at UN Women
UN Women - In July 2010, the United Nations General Assembly created UN
Women, the United Nations Entity for Gender Equality and the Empowerment
of Women. In doing so, UN Member States took an historic step in
accelerating the Organization's goals on 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, which focused exclusively on gender
equality and women's empowerment.
UN Women is recruiting to fill the position below:
Job Title: Executive Assistant
Location: Abuja, Nigeria
Post Level: SB-3
Type of Contract: Service Contract
Duration of Initial Contract: One Year
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.
- Under the guidance and supervision of the UN Women Country
Representative for Nigeria, the Executive Assistant provides a variety
of executive administrative support in the Office of the UN Women
Representative.
- S/he facilitates the efficient flow of information and
communication within the Office of the UN Women Country Representative
to ensure expeditious dissemination of information and timely action.
Duties and Responsibilities
Summary of Key Functions:
- Provides administrative support to the UN Women Country Representative:
- Facilitates effective communications and information management support:
- Supports external relations activities:
Description of Functions:
- Provides administrative support to the UN Women Country Representative:
- Provides administrative support to ensure the smooth and
efficient functioning of the UN Women Country Representative's front
office;
- Assembles briefing materials and prepare power-points and other briefs for the UN Women Country Representative;
- Coordinates travel planning and logistical support arrangements for official missions of the UN Women Country Representative;
- Under the guidance of the Operations unit, undertakes logistical
administrative and financial arrangements, for meetings, events and
workshops organized by the UN Women CountryRepresentative;
- Administers and manages the office leave plans and attendance system;
- Maintains the roster of the UN Women Country Representative's contacts for easy access and reference.
- Coordinates the efficient and discreet management of the Representative’s schedule;
- Coordinates calendar and schedule of regular and ad-hoc
internal meetings, including Senior Management Team, Programme and staff
meetings; prepares minutes and summaries of actions to be taken; tracks
progress on planned issues; ensures follow-up with focal points;
- Adheres to appropriate protocol and correspondence guidelines when communicating with Government and other external partners;
Facilitate effective communications and information management support:
- Screens all incoming communications, filters outgoing
correspondence for supervisor’s signature, clearance and further action
by other staff; wherever possible
- Responds and/or directs inquiries to the appropriate UN Women Unit for timely action and/or response;
- Maintains and organizes up to date hard and electronic files for
easy access and retrieval. Ensures safekeeping of confidential
materials.
- Works and coordinates closely with Operations unit to ensure compliance with corporate guidelines.
- Facilitates the flow of information/communication between the UN
Women Country Representative’s Office and other Units within and
outside UN Women office;
- Reviews, prioritizes and routes correspondence to and from the
Office of the UN Women Country Representative. Follows-up action and
keeps the UN Women Representative informed;
- Reviews correspondence for proper internal clearances prior to the UN Women Country Representative's signature;
Support to external relations activities:
- Supports the UN Women Representative’s interaction with various
external partners such as governmental officials, donors, civil society,
UN agencies and other partners through collaborative and proactive
relationship with counterparts and colleagues in those offices;
- Responsible for protocol matters, receives high ranking officials, and answer calls/inquiries with tact and discretion.
- Organizes official events/hospitality for the UN Women Country Representative.
Competencies
Core Values/Guiding Principles
Integrity:
- Demonstrate consistency in upholding and promoting the values of
UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism:
- Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
- Demonstrate an appreciation of the multicultural nature of the
organization and the diversity of its staff. Demonstrate an
international outlook, appreciating difference in values and learning
from cultural diversity.
Core Competencies
Effective Planning:
- Demonstrate ability to effective planning and execution of different tasks.
Ethics and Values:
- Demonstrate and safeguard ethics and integrity.
Organizational Awareness:
- Demonstrate corporate knowledge and sound judgment .
Development and Innovation:
- Take charge of self-development and take initiative.
Work in teams:
- Demonstrate ability to work in a multicultural, multi ethnic
environment and to maintain effective working relations with people of
different national and cultural backgrounds.
Communicating and Information Sharing:
- Facilitate and encourage open communication and strive for effective communication.
Self-management and Emotional Intelligence:
- Stay composed and positive even in difficult moments, handle
tense situations with diplomacy and tact, and have a consistent behavior
towards others.
Conflict Management:
- Surface conflicts and address them proactively acknowledging
different feelings and views and directing energy towards a mutually
acceptable solution.
Continuous Learning and Knowledge Sharing:
- Encourage learning and sharing of knowledge.
Appropriate and Transparent Decision Making:
- Demonstrate informed and transparent decision making.
Functional competencies:
- Ability to perform a broad range of specialized activities aimed
at effective and efficient functioning of the UN Women;
Representative's office, including data/schedule management, maintenance
of protocol and information flow;
- Ability to organize and complete multiple tasks by establishing priorities;
- Ability to establish, builds and sustains effective
relationships with clients, demonstrating understanding of client's
perspective; anticipates client needs and addresses them promptly;
- Ability to administer financial processes and transactions.
- Good drafting skills.
- Ability to perform work of confidential nature and handle a large volume of work;
- Creates, edits and presents information in clear and presentable formats, using appropriate IT functionality;
Required Skills and Experience
Education:
- University degree or equivalent in Business or Public Administration.
Experience:
- A minimum of 5 years of administrative experience preferably in a large or international corporation or organization;
- Experience in the use of computers applications and software
packages (MS Word, Excel, etc.) as well as web based management systems.
Language Requirements:
- Fluency in English is required;
- Knowledge of the other UN working knowledge is an asset.
How to Apply
Interested and qualified candidates should:
Click here to apply
Application Deadline 10th February, 2017.