ABOUT THE COMPANY:

UNDP works in about 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.

Reporting to the Country representative and Deputy Country Representative, the Executive Assistant is responsible for providing a variety of executive administrative support to the Country Representative and the Deputy 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.

Supervisory/Managerial Responsibilities:

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 and the Deputy Country Representative

Manage the UN Women Country Representative’s and Deputy Country Representative’s calendars and schedule of appointments and meetings;
Arrange travel and hotel accommodations for the UN Women Country Representative and the Deputy Country Representative;
Answer and screen calls for the Country Representative with tact and discretion;
Maintain roster of Country Office contacts.
2. Provide administrative support to the UN Women Country Representative and the Deputy 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 and the Deputy 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.
6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience
Education and Certification

Bachelor’s degree in business administration, public administration, or related field, is required.
Experience

At least 3 years of progressively responsible experience with administrative, secretarial, or program experience, required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), required.
Very good organizational skills, required.
Experience in the use of Quantum ERP system is an asset.
Previous experience in the UN system is considered an asset.
Language Requirements

Fluency in English and Arabic is required.
Knowledge of the other UN official working language is an asset.