Executive Assistant to Country Representative – Egypt Country Office

By | June 3, 2017

Executive Assistant to Country Representative – Egypt Country Office

Advertised on behalf of :
Location : Cairo, EGYPT
Application Deadline : 31-Dec-17 (Midnight New York, USA)
Time left : 211d 6h 2m
Type of Contract : Individual Contract
Post Level : National Consultant
Languages Required :
Arabic   English
Starting Date :
(date when the selected candidate is expected to start)
01-Jul-2017
Duration of Initial Contract : 6 months
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. Placing women’s rights at the center of all its efforts, UN Women will lead and coordinate United Nations System effort to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Members States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

In line with fulfilling UN WOMEN’s strategic objectives, UN WOMEN Egypt Country Office focuses on three areas of immediate concern: Strengthening women’s participation in governance and leadership, eradication of violence against women, women’s economic security and rights.

Under the guidance and supervision of the 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. Also, the Executive Assistant to Country representative will coordinate and provide logistical support for development projects, particularly for projects funded by the government of Japan.

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
Provide executive and administrative 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 calls for the Country Representative with tact and discretion;
  • Maintain roster of Country Office contacts.

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.

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.

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.

Coordination and Logistical support for development projects, particularly for projects funded by Japan

  • Assist in drafting of logistic plan(s) for the preparations of the events.
  • Provide logistical support in the preparations of the international events.
  • Identify the best practice in Japan and coordinate for the international exchange programmes.
  • Support with documentation of events proceedings.
  • Ensure UN Women and donor / Japan visibility guidelines are adhered to.
  • Assist in arranging press conferences before and during the events as required.
  • Support with preparation of advocacy and communication material on request.

Deliverables:

  • Timely and quality support to the Country Representative
  • Quality presentation of information
  • Quality and timely organization of events/meetings
  • Logistic plan(s) developed for successful event implementation.
  • Documentation of the events proceedings and list of invitees developed and updated
  • Progress report timely submitted to the Project Manager as per guidance.

 

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
Please visit this link for more information on UN Women’s Core Values and Competencies: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf

Functional Competencies:

  • Proven ability to develop user-friendly, high quality communication materials.
  • Outstanding writing and editing skills in Japanese.
  • Proven networking skills and ability to generate interests in UN WOMEN.
  • Strong organizational skills, ability to meet tight deadlines, and to complete multiple tasks by establishing priorities.
  • Strong ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
Required Skills and Experience
Education:

  • Completion of secondary education is required;
  • Bachelor’s degree in business administration or public administration is an asset.

 

Experience:

  • At least 5 years of progressively responsible experience in administrative, secretarial, or logistics support;
  • Experience working with the UN and UN Women programmes and projects is a strong asset;
  • Fluency in English and Arabic is required; Knowledge of Japanese is an asset;
  • Experience in the use of computer applications, and software packages such as Microsoft Office; experience in ATLAS system is an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

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