Executive Assistant Full-Time

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 Mozambique focuses its interventions on women’s economic empowerment, participation and democratic governance, combating violence against women, among others. In this context, it puts a strong focus on girls and young women in the development of high-profit initiatives as a strategy for improved economic empowerment as well as on gender equality and women’s rights at district, provincial and national levels.

Reporting to Country Representative, the Executive Assistant is responsible for providing a variety of Executive Administrative support to the Country Representative with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Assistant to the Country Representative works in close collaboration with UN Women staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

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 for the UN Women Country Representative;
• Answer and screen call for the Country Representative with tact and discretion;
• Maintain roster of Country Office contacts.

2. Provide administrative support to the UN Women Country Representative

• Provide administrative support for meetings, events, and workshops;
• Organize and attend meetings, prepare minutes and summaries;
• Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other key events.

 3. Provide effective communication and information management support to the Country Representative’s Office

• 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 Office; take proactive follow-up action and keep the Country Representative informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Draft routine correspondence and interoffice circulars;
• Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

4. Provide support to the Country Representative Office’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;
• Meet and greet 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 ro 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;
• 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

• Bachelor’s degree in business administration or equivalent.
• At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
• Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems; is an asset;
• Experience with the ATLAS system is an asset.
• Fluency in English and Portuguese is required;
• Knowledge of the other UN official working language is an asset.