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.
Under the overall guidance of UN Women Country Representative and with the direct supervision of the Operations Manager, the Executive Assistant supports to the Country Representative in her daily activities, managing meeting calendar, correspondence and other activities as requested. The incumbent supports Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Executive Assistant promotes a client, quality and results-oriented approach.
The Executive Assistant works in close collaboration with the Country Representative, programme and projects staff and the Operations team to ensure consistent service delivery. Duties and Responsibilities:
Provide secretarial and administrative support to the UN Women Country Representative
Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
Arrange Country Representative’s travels: initiate travel authorization for approval, reserve flight schedules, identify and book accommodations, coordinate with the Country Office Operations section for relevant travel advances and claims, seek appropriate visa and security clearances;
Coordinate Drivers’ distribution by managing the calendar of requests for driving services, submitted by the Country Office personnel
Answer and screen calls for the Country Representative with tact and discretion;
Maintain roster of Country Office contacts;
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 for meetings, missions, and other key events;
Monitor and maintain Country Office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
Act as an interpreter/translator upon request from English (Russian, optional) and into Georgian language and vice versa when required;
Provide administrative support to the Country Office property management; and
Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
Provide effective communication and information management support to the Country Representative:
Facilitate flow of information and communication between the UN Women Country Representative 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;
Draft routine correspondence and interoffice circulars, ensuring correctness in terms of format, grammar, and spelling;
Maintain and organize up to date files for easy access and retrieval; and
Ensure safekeeping of confidential materials.
Provide support to the Country Representative’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; and
Perform other relevant duties as required.
Required Skills and Experience:
Education:
At least bachelor’s degree or equivalent in finance, administration, or in similar disciplines
At least High School degree with additional six (6) years of relevant experience will be given due consideration in lieu of Bachelor’s Degree
Experience:
In case of bachelor’s degree at least three (3) years of experience in secretarial, administrative, procurement or logistics support service.
At least six years of relevant professional experience required with high school degree
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in the use of QUANTUM or any ERP would be an asset.
Language:
Fluency in Georgian and English
Knowledge of other UN official working language will be an asset
