Job title : Executive Support ConsultantJob Location : Gauteng, PretoriaDeadline : January 13, 2025Quick Recommended Links Jobs by Location Job by industries Job Description
Background: Description of Responsibilities: Provide executive support to the UN Women Country Representative South Africa Multi-Country Office: Manage the Country Representative calendar, and schedule of appointments and meetings; Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative South Africa Multi-Country Office; 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 Country Representative South Africa Multi-Country Office: 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 for meetings, missions and other key events; Organize and monitor the office filing system; Follow up with the Country Representative 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; take proactive follow-up action and keep the Country Representative 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 Country representative South Africa Multi-country office's external relations activities: Facilitate the Country representative 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, and 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. Competencies : Core Values: Integrity; Professionalism; Respect for Diversity. 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 Values and Competencies Framework: Functional Competencies: Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow; Good 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. Education and Certification: Completion of secondary education is required; Bachelor's degree in business administration or public administration is an asset. Experience: 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. Languages: Fluency in English is required; Knowledge of the other UN official working language is an asset Administrative / Management jobs