Executive Assistant

Job Posting Organization:
UN Women was established in July 2010 as part of the UN reform agenda to enhance the impact of gender equality and women's empowerment initiatives. The organization merges the resources and mandates of four previously distinct parts of the UN system that focused on gender issues. UN Women operates globally, with a mission to eliminate discrimination against women and girls, empower women, and achieve gender equality as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. In South Sudan, UN Women supports the government in implementing international commitments to gender equality and women's human rights, working with various stakeholders including government bodies, civil society, and UN agencies.

Job Overview:
The Executive Assistant plays a crucial role in supporting the Country Representative and Deputy Country Representative of UN Women in South Sudan. This position requires a high level of confidentiality and professionalism, as the Executive Assistant will manage the schedules, communications, and administrative tasks for the leadership team. The role involves coordinating meetings, arranging travel, and ensuring effective communication within the office and with external partners. The Executive Assistant is expected to facilitate the flow of information, manage correspondence, and provide administrative support for meetings and events. This position is integral to the smooth functioning of the Country Office and requires collaboration with various stakeholders to promote gender equality and women's empowerment initiatives.

Duties and Responsibilities:

• Provide executive support to the UN Women Country Representative and Deputy Representative, including managing calendars, scheduling appointments, and arranging travel and accommodations.
• Answer and screen calls with discretion, maintaining a roster of Country Office contacts.
• Provide administrative support for meetings, events, and workshops, including organizing and attending meetings, preparing minutes and summaries, and assembling briefing materials.
• Facilitate communication between the Country Representative’s Office and other UN Women offices, ensuring timely responses to inquiries and correspondence.
• Draft routine correspondence and maintain organized files for easy access.
• Support external relations activities by facilitating interactions with partners and coordinating logistical arrangements for high-ranking visitors.
• Contribute to knowledge management within the office by sharing experiences and best practices related to administrative support.

Required Qualifications:

• Completion of secondary education is required; a bachelor’s degree in business administration or public administration is desirable.
• At least 6 years of progressively responsible experience in administrative, secretarial, or program roles.
• Proficiency in computer applications, particularly Microsoft Office, and experience with web-based management systems is required.
• Familiarity with modern web-based ERP systems, preferably Oracle-based cloud solutions, is an asset.

Educational Background:
The position requires at least a completion of secondary education, with a preference for candidates holding a bachelor’s degree in business administration or public administration. This educational background is essential for understanding the administrative and operational functions of the role.

Experience:
Candidates must have a minimum of 6 years of progressively responsible experience in administrative, secretarial, or program roles. This experience should include a strong proficiency in using computer applications and software packages, particularly Microsoft Office, as well as familiarity with web-based management systems. Experience with ERP systems, especially those that are Oracle-based, is also highly desirable.

Languages:
Fluency in English is mandatory for this position. Knowledge of other UN official working languages is considered an asset and may enhance a candidate's application.

Additional Notes:
The position is full-time and involves working closely with various stakeholders in South Sudan. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications and organizational needs. The organization has a zero-tolerance policy regarding misconduct and expects all personnel to adhere to its policies and standards of conduct. Candidates will undergo rigorous background checks, including verification of academic credentials and employment history. It is important for applicants to complete all sections of the application form to avoid disqualification from the recruitment process.