Executive Associate

Job Posting Organization:
UN Women is an entity of the United Nations established in July 2010, with a mission to promote gender equality and empower women globally. It was created as part of the UN reform agenda to consolidate resources and mandates for greater impact in the area of gender equality and women's empowerment. UN Women merges the work of four previously distinct parts of the UN system that focused on gender issues, namely DAW, OSAGI, INSTRAW, and UNIFEM. The organization operates in multiple countries, including Ethiopia, where it aligns its strategic focus with the United Nations Sustainable Development Cooperation Framework. UN Women is committed to creating a diverse and inclusive environment, ensuring that all employment decisions are based on qualifications and competence, free from discrimination.

Job Overview:
The Executive Associate position at UN Women involves providing comprehensive executive administrative support to the Country Representative in Ethiopia. This role is crucial for maintaining confidentiality and ensuring the efficient flow of information and communication within the Country Office. The Executive Associate will manage the Country Representative's calendar, schedule appointments, arrange travel logistics, and maintain contact rosters. The position requires a proactive approach to managing administrative files, preparing briefing materials, and facilitating communication between the Country Representative's Office and other units. The Executive Associate will also support external relations activities, ensuring proper protocol is followed when interacting with high-ranking officials and visitors. This role is essential for the effective functioning of the office and contributes to the overall mission of UN Women in promoting gender equality and women's empowerment.

Duties and Responsibilities:

• Provide executive support to the UN Women Country Representative by managing their calendar, scheduling appointments, and arranging travel and accommodations.
• Maintain an updated roster of contacts and electronic mailing lists.
• Answer and screen calls with discretion, manage administrative files related to mission travel, and organize materials for the Country Representative.
• Undertake logistical, administrative, and financial arrangements for meetings, events, and workshops, including preparing minutes and summaries.
• Prepare briefing materials and PowerPoint presentations for key meetings and events.
• Organize and monitor the office filing system, ensuring easy access and safekeeping of confidential materials.
• Facilitate communication between the Country Representative's Office and other units, reviewing and routing correspondence, and preparing routine documents.
• Support the Country Representative's external relations activities by coordinating visits from high-ranking officials and ensuring proper logistical arrangements.
• Contribute to knowledge management and sharing within the office, building and sharing administrative knowledge and experience.

Required Qualifications:

• Completion of secondary education is required.
• A Bachelor’s degree in business administration or public administration is considered an asset.
• At least 7 years of progressively responsible experience in administrative, secretarial, or program roles.
• Proficiency in computer applications and software packages, particularly Microsoft Office and web-based management systems.
• Experience with modern web-based ERP systems, preferably Oracle Cloud, is desirable.
• Strong organizational skills and the ability to handle a large volume of work with confidentiality.

Educational Background:
The position requires at least the completion of secondary education. A Bachelor’s degree in business administration or public administration is preferred, as it provides a solid foundation for the administrative and operational tasks expected in this role.

Experience:
Candidates must have a minimum of 7 years of progressively responsible experience in administrative, secretarial, or program roles. This experience should demonstrate the ability to manage complex administrative tasks and support high-level executives effectively. Familiarity with computer applications and software, particularly in administrative contexts, is essential, along with experience in using web-based management systems.

Languages:
Fluency in English and Amharic is required for this position. Additionally, knowledge of another official UN language such as French, Arabic, Chinese, Russian, or Spanish is desirable, as it enhances communication capabilities within the diverse environment of UN Women.

Additional Notes:
This position is full-time and involves a significant level of responsibility and confidentiality. The role may require international recruitment, and candidates should be prepared for rigorous reference and background checks, including verification of academic credentials and employment history. UN Women has a zero-tolerance policy for conduct incompatible with its aims and objectives, including discrimination and harassment. Selected candidates will be expected to adhere to UN Women’s policies and procedures.