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  • Job
    Full-time
    Senior Level
  • Government & Politics
    People, HR & Administration
  • Pretoria

AI generated summary

  • You must have secondary education, 6 years of relevant experience, computer proficiency (especially in Microsoft Office), and fluency in English; a degree and UN language knowledge are desirable.
  • You will manage the calendar, travel, and communication for the Country Representative, organize meetings, prepare documents, and support external relations and knowledge management activities.

Requirements

  • Completion of secondary education is required
  • Bachelor’s degree in business administration or public administration is an asset
  • 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
  • Fluency in English is required
  • Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish)

Responsibilities

  • Provide executive support to the UN Women South Africa Multi-Country Country Representative:
  • Manage the UN Women Country Representative’s calendar, and schedule of appointments and meetings;
  • Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative;
  • 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 South Africa Multi-Country Country Representative:
  • 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/ Regional Director for meetings, missions and other key events;
  • Organize and monitor the office filing system;
  • Follow up with the Country Representative/ Regional Director 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 Office; take proactive follow-up action and keep the Country Representative/ 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 South Africa Multi-Country 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;
  • Receive and greet high ranking officials/visitors;
  • Ensure protocol matters, receive high ranking visitors/officials, 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.
  • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

FAQs

What is the primary responsibility of the Executive Associate at UN Women South Africa Multi-Country Office?

The primary responsibility of the Executive Associate is to provide a variety of executive administrative support to the UN Women Country Representative, ensuring effective information and communication flow while maintaining confidentiality.

What qualifications are required for this position?

A completion of secondary education is required, and a Bachelor’s degree in business administration or public administration is an asset.

How many years of experience are needed to qualify for this role?

At least 6 years of progressively responsible experience in administrative, secretarial, or programme roles are needed for this position.

What type of skills are preferred for the Executive Associate role?

Preferred skills include proficiency in Microsoft Office and web-based management systems. Experience with a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Is fluency in any languages besides English beneficial for this position?

Yes, knowledge of another official UN language such as French, Arabic, Chinese, Russian, or Spanish is desirable.

What does the role involve regarding external relations activities?

The role involves facilitating the Country Representative's interaction with external partners, coordinating visits, and ensuring all protocol matters are handled appropriately.

How does this job contribute to knowledge sharing within the organization?

The Executive Associate provides administrative support for effective knowledge management and sharing within the office and other offices/HQs.

What are the core values upheld by UN Women that the Executive Associate should embody?

The core values upheld by UN Women are Integrity, Professionalism, and Respect for Diversity.

What kind of support will the Executive Associate provide to meetings and events?

The Executive Associate will undertake logistical, administrative, and financial arrangements to organize meetings, events, and workshops, as well as prepare minutes and summaries.

Are there any specific protocols for handling confidential materials in this role?

Yes, the Executive Associate is responsible for ensuring the safekeeping of confidential materials and performing work of a confidential nature.

Is there an emphasis on gender issues in this position?

Yes, there is a strong emphasis on awareness and sensitivity regarding gender issues as part of the core competencies for this position.

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Mission & Purpose

The United Nations Development Programme works in nearly 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. DISCLAIMER: The United Nations Development Programme (UNDP) does not guarantee the truthfulness, accuracy, or validity of any comments posted to its social media outlets (blogs, social networks, message boards/forums, etc.). Users must not post any content that is obscene, defamatory, profane, libelous, threatening, harassing, abusive, hateful or embarrassing to any person or entity. UNDP reserves the right to delete or edit any comments that it considers inappropriate or unacceptable, and to delete off-topic comments in order to foster conversations about the topics shared on this page.