Reporting to Operations Manager, the Office Management Assistant is responsible for providing a variety of executive administrative support to the Country Representative and UN Women Country Office with full confidentiality in all aspects of assignment, performing a variety of standard administrative processes ensuring high quality and accuracy of work, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Office Management Assistant to the Country Representative works in close collaboration with UN Women personnel, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Key Functions and Accountabilities:
Provide executive and external relations support to the UN Women Country Representative:
Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
Answer and screen calls for the Country Representative with tact and discretion;
Maintain roster of Country Office contacts.
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.
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.
Provide effective communication and information management support to the Country Representative’s Office:
Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; 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 administrative support to the UN Women Country office’s assets management:
Provide administrative support to the property management;
Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
Maintain records on assets management and prepare required reports;
Maintain files and records relevant to office premises and related maintenance;
Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Maintain staffing lists and reports;
Provide administrative support to collect document approvals for the Country Representative.
Provide logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:
Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
Maintain filing system ensuring safekeeping of confidential materials;
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.
Recruitment Qualifications:
Education and Certification:
Completion of secondary education is required.
Bachelor’s degree in business administration or public administration is an asset.
Experience:
At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
Experience working in an international organization or UN agency is desirable;
Experience working with diverse teams and interact with external partners, officials, and high-ranking visitors is desirable;
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 System, preferably Oracle Cloud, is desirable.
Languages:
Fluency in English and Bahasa are required.
Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
