Executive Assistant

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 Country Office (CO) is based in Nur-Sultan, Kazakhstan. CO programming includes support to Government and civil society organizations in the development and implementation of innovative approaches aimed at achieving gender equality and women’s empowerment. In Kazakhstan, UN Women supports efforts of the national partners and UN agencies in implementation of gender equality commitments in compliance with the UN human rights conventions ratified by Kazakhstan. It provides strong and coherent technical support of gender equality priorities in national and UN efforts and support to build effective partnerships with civil society and other relevant actors. It strengthens coordination on gender equality and women’s empowerment programming and enhances cooperation for gender responsive post-2015 development agenda’s implementation at the national and sub-regional 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

• Pro-actively manage the UN Women Country Representative’s calendar and schedule of appointments;
• Arrange travels, visas and hotel accommodations for the UN Women Country Representative; 
• Answer and screen calls for the Country Representative with tact and discretion;
• Maintain  and expand databases of Country Office contacts.

2. Provide administrative support to the UN Women Country Representative

• Provide administrative support for meetings, events, and workshops;
• Provide written and oral translations whenever is needed;
• Organize and attend meetings, prepare minutes, action points and summaries;
• Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other 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 colleagues  within and outside of UN Women;
• Together with the relevant Operations and Programme colleagues ensure that all documents prepared for the Representative in line with the UN Women rules and regulations;
• 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, including Note Verbale and interoffice circulars;
• Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.
• In cooperation with the Communications Associate and relevant UN colleagues prepare professional quality multimedia products (human interest stories, videos, photos, posters, infographics, etc.) for UN Women social media and website in English, Kazakh and Russian languages.

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;
• Prepare briefing packages and collect background information on the external partners;Conduct research on resource mobilization and potential partners;
• 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/RO/HQs;
• Build and share knowledge and experience related to administrative and operations support.

6. Perform other administrative related duties as required.

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