The Executive Associate reports to the UN Women Europe and Central Asia (ECA) Regional and Deputy Regional Director, herein after referred to as ‘the Office of the Regional Director’ for general guidance and direct supervision and is responsible for providing a variety of executive administrative support to the Office of the Regional Director maintaining full confidentiality in all aspects of assignment and, in close coordination with the office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.
Responsibilities:
Manage the Office of the Regional Director’s calendar, and schedule of appointments and meetings.
Arrange travel and hotel accommodations and other logistics for the Office of the Regional Director
Maintain roster of RO contacts; update electronic mailing lists.
Answer and screen calls for the Office of the Regional Director with tact and discretion.
Manage administrative files on the Office of the Regional Director’s mission travel and mission reports.
Research files, collect information and organize materials to meet the Regional Director’s requests.
Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
Organize and attend meetings and events, prepare minutes and summaries.
Prepare and assemble briefing materials and PowerPoint presentations for the Office of the Regional Director for meetings, missions and other key events.
Organize and monitor the office filing system.
Follow up with the Office of the Regional Director on deadlines and commitments.
Facilitate flow of information and communication between the Office of the Regional Director and other units within or outside of UN Women.
Review, prioritize and route correspondence to and from the Office of the Regional Director; take proactive follow-up action and keep the Office informed.
Respond to and/or direct inquiries to appropriate units for timely action/response.
Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct.
Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials.
Assist in the preparation and finalization of informal translations; act as interpreter as required.
Education:
Completion of high school is required.
Bachelor’s degree in business administration or public administration is an asset.
Work Experience:
At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience.
Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems.
Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Experience with the ATLAS system is an asset.
Languages:
Fluency in English and Turkish is required.
Knowledge of the other UN official working language is an asset.
