Executive Associate

Duties and Responsibilities

1.Provide executive support to the UN Women Regional Director:

• Manage the UN Women Regional Director’s calendar, and schedule of appointments and meetings;
• Arrange travel and hotel accommodations and other logistics for the UN Women Regional Director;
• Maintain roster of RO contacts; update electronic mailing lists;
• Answer and screen calls for the Regional Director with tact and discretion;
• Manage administrative files on the Regional Director’s mission travel and mission reports;
• Research files, collect information and organize materials to meet the Regional Director’s requests.

2.Provide administrative support to the UN Women Regional Director:

• 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 Regional Director for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Regional Director on deadlines and commitments.

3.Provide effective communication and information management support to the RO:

• Facilitate flow of information and communication between the UN Women Regional Director’s Office and other units within or outside of UN Women;
• Review, prioritize and route correspondence to and from the UN Women Regional Director Office; take proactive follow-up action and keep the Regional Director 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.

4.Provide support to the Regional Director’s Office’s external relations activities:

• Facilitate the Regional Director’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;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

5.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.

Key Performance Indicators

• Timely and quality support to the Regional Director;
• Quality presentation of information;
• Quality and timely organization of events/ meetings;
• Adherence to protocol.