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’s thematic engagement in Somalia is based on the global flagship on ‘Women’s Engagement in Peace, Security and Recovery’, as continuing fragility provides the main context of all engagements. Insecurity and fragility are further the main obstacles for women to seek equality and to prosper. UN Women’s programming and technical guidance aims to support women to become actors in the provision of security and resources for peace. Programme interventions are conducted through programmes on Women, Peace and Security, Rule of Law and Women’s Political Leadership and Empowerment. In addition, UN Women works on gender mainstreaming across all UN Agencies, Funds and Programmes and UNSOM through a number of joint programmes as well as through direct implementation. The country office works in close partnership with the Federal Government in Somalia and Federal Member States as well as key NGO and civil society actors.
Reporting to Country Programme Manager, the Executive Assistant is responsible for providing a variety of executive administrative support to the Country Programme Manager 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 Programme Manager 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 Programme Manager
- Provide administrative support to the country manager ensuring effective functioning of the office;
- Manage the UN Women Country Programme Manager’s calendar and schedule of appointments and meetings;
- Arrange pre- and post-travel and hotel accommodations arrangements for the UN Women Country Programme Manager;
- Answer and screen calls for the Country Programme Manger with tact and discretion;
- Maintain roster of Country Office contacts;
- Ensure close follow up on deadlines and commitments.
2. Provide administrative support to the UN Women Country Programme Manager
- Provide administrative support for meetings, events, and workshops;
- Organize and attend meetings, prepare minutes and summaries;
- Undertake logistical administrative and financial arrangements, in consultation with the Operations team, for meetings, events and workshops organized by the country manager’s office;
- Assemble briefing materials and prepare PowerPoint presentations for the Country Programme Manager for meetings, missions, and other key events.
3. Provide effective communication and information management support to the Country Programme Manager’s Office
- Facilitate flow of information and communication between the UN Women Country Programme Manager’s Office and other units within or outside of UN Women;
- Review, prioritize, and route correspondence to and from the UN Women Country Programme Manager Office;
- Take proactive follow-up action and keep the Country Programme Manager 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 Programme Manager Office’s external relations activities
- Facilitate the Country Programme Manager’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 are adhered to, 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.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- 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.
Key Performance Indicators:
- Timely and quality support to the Country Representative;
- Quality presentation of information;
- Quality and timely organization of events/meetings;
- Adherence to protocol.
Required Skills and Experience
Education and certification:
- Completion of secondary education is required;
- Bachelor’s degree in business administration or public administration is an asset.
- 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 Somali language is required;
- Knowledge of another UN official working language is an asset.