Organization: UNDP – United Nations Development Programme
Location: Juba
Grade: Consultancy – SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
Occupational Groups:
Administrative support
Closing Date: 2024-10-01
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 in South Sudan supports the government to implement commitments to international normative standards on gender equality and women’s human rights. The new UN Sustainable Development Cooperation Framework (UNSDCF) for 2022-2025and the corresponding UN Women South Sudan Strategic Note (2023-2025), defining UN Women’s strategic engagement in South Sudan, focuses on strengthening the national structures and mechanisms for gender mainstreaming in policies, plans, and budgets; supporting efforts to prevent and eliminate violence against women; promoting women’s economic empowerment; promoting policies and government investment in women’s empowerment and resilience building in the context of climate change, humanitarian crisis as well as threats to peace and security. UN Women works with a range of stakeholders in South Sudan including the government, civil society and women’s organizations, youth, UN agencies, and donors, to promote gender equality and women’s empowerment.
Reporting to Country Representative, the Executive Assistant is responsible for providing a variety of executive administrative support to the Country Representative, Deputy Country Representative and Programme Manager for the South Sudan Women Social and Economic Empowerment Project(SSWSEEP) 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 works in close collaboration with UN Women staff, UN Agencies and national authorities to ensure the efficient flow of information, actions on instructions, and agendas.
Duties and Responsibilities
Provide executive support to the UN Women Country Representative, Deputy Representative and Programme Manager:
Manage the respective calendar and schedule of appointments and meetings;
Arrange travel and hotel accommodations for the Country Representative, Deputy and Programme Manager;
Answer and screen calls with tact and discretion;
Maintain roster of Country Office contacts.
Provide administrative support to Country Representative, Deputy Representative and Programme Manager:
Provide administrative support for meetings, events, and workshops;
Organize and attend meetings, prepare minutes and summaries;
Assemble briefing materials and prepare PowerPoint presentations for the Country Representative, Deputy Representative and Programme Manager for meetings, missions, and other key events.
Provide effective communication and information management support:
Facilitate flow of information and communication between the UN Women Country Representative’s Office, office of the Deputy Representative and Programme Manager and other units within or outside of UN Women;
Facilitate flow of information and communication between the UN Women Country Representative’s office and other UN Women Offices, including the Regional Office, Country Offices and Headquarters;
Review, prioritize, and route correspondence to and from the Country Representative Office, Deputy Representative and Programme Manager and 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 and interoffice circulars;
Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.
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;
Meet and greet officials/visitors;
Ensure protocol matters, receive high ranking visitors/officials, 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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
Education and Certification:
Completion of secondary education is required;
Bachelor’s degree in business administration or public administration is desirable.
Experience:
At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems; is required;
Experience in the use of a modern web-based ERP Systems, preferably Oracle-based cloud solutions.
Languages:
Fluency in English;
Knowledge of Arabic is desirable.
UN Women P-11 Form:
Applications must have the completed UN Women P-11 form to be treated as complete and be considered for further assessment. The Personal History Form P-11 that can be downloaded from http://www.unwomen.org/en/about-us/employment
Please note the system will only allow one attachment, hence please combine multiple files (the letter of interest, CV, financial proposal and completed UN women P-11) while uploading the attachment.
Qualified women candidates are highly encouraged to apply.
Note:
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for more significant impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women’s empowerment.
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, colour, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organisational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)