Executive Assistant to the Country Representative

Job Posting Organization:
UN Women was established in July 2010 as part of the UN reform agenda to enhance gender equality and the empowerment of women. The organization merges the work of four previously distinct parts of the UN system that focused on gender issues, namely DAW, OSAGI, INSTRAW, and UNIFEM. UN Women operates globally, with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. The organization is committed to creating a diverse and inclusive environment and has a zero-tolerance policy on conduct that is incompatible with its aims and objectives. UN Women is actively involved in addressing the challenges faced by women and girls, particularly in conflict-affected areas like Ukraine, where they are disproportionately affected by poverty, displacement, and violence.

Job Overview:
The Executive Assistant to the Country Representative plays a crucial role in providing comprehensive executive support to the UN Women Country Representative and the Senior Management Team. This position requires maintaining confidentiality and ensuring the efficient flow of information and communications within the office. The Executive Assistant will manage the Country Representative's calendar, handle travel logistics, and prepare briefing materials for meetings and missions. The role also involves administrative support, including organizing high-level meetings, documenting discussions, and tracking management actions. The Executive Assistant will facilitate communication between the Country Representative and various stakeholders, ensuring timely responses and actions. This position is vital for the effective functioning of the office and contributes to the overall mission of UN Women in promoting gender equality and women's empowerment in Ukraine.

Duties and Responsibilities:

• Provide executive support to the UN Women Country Representative and Senior Management Team by managing the calendar, scheduling appointments, and prioritizing tasks aligned with strategic priorities.
• Handle travel logistics for the Country Representative and Senior Management Team, including creating travel requests, arranging transportation and accommodation, and preparing briefing folders.
• Maintain and update the roster of Country Office contacts and electronic mailing lists.
• Screen and manage sensitive communications with discretion, ensuring timely action and alignment with office priorities.
• Organize and document meetings, prepare minutes, and track management actions and commitments.
• Prepare briefing materials and presentations for meetings and missions, incorporating relevant analytical inputs.
• Monitor deadlines and commitments, facilitating communication between the Country Representative and other units.
• Draft official correspondence and internal communications, ensuring accuracy in spelling, punctuation, and format.
• Maintain organized hard and electronic files for easy access and retrieval, ensuring the safekeeping of confidential materials. 1
• Coordinate protocol and logistical arrangements for high-level visits, ensuring compliance with UN diplomatic standards. 1
• Contribute to knowledge management and information-sharing practices within the office and with other offices/HQ.

Required Qualifications:

• Completion of secondary education is required; a Bachelor’s degree in business administration or public administration is an asset.
• At least 7 years of progressively responsible experience in administrative, secretarial, or program roles.
• Experience with the UN system or other international organizations is required.
• Demonstrated experience in drafting official correspondence, meeting minutes, and internal communications.
• Proficiency in computer applications and software packages such as Microsoft Office and web-based management systems is required.
• Experience with modern web-based ERP systems, preferably Oracle Cloud, is desirable.

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 and for effectively supporting the Country Representative and Senior Management Team.

Experience:
Candidates must have a minimum of 7 years of progressively responsible experience in administrative, secretarial, or program roles. This experience should include working within the UN system or other international organizations, demonstrating a strong understanding of the administrative processes and protocols required in such environments. Experience in drafting official correspondence and managing communications is also essential.

Languages:
Fluency in English and Ukrainian is required for this position. Knowledge of another official UN language, such as French, Arabic, Chinese, Russian, or Spanish, is desirable and would be considered an asset.

Additional Notes:
The position is full-time and involves working in a dynamic and challenging environment, particularly given the ongoing humanitarian situation in Ukraine. The role requires a high level of professionalism, integrity, and respect for diversity. UN Women is committed to creating a diverse and inclusive workplace and encourages applications from all qualified individuals. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history. The organization emphasizes the importance of completing all sections of the application form to avoid disqualification from the recruitment process.