Executive Support Consultant

2 days ago

Pretoria, South Africa United Nations Development Programme (UNDP) Full time

**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 South Africa Multi-Country Office (SAMCO) is based in Pretoria, South Africa and serves five countries: South Africa, Botswana, Lesotho, Namibia, and ESwatini.

Reporting to the Country Representative, South Africa Multi-Country Office, the Executive Support Consultant is responsible for providing a variety of executive administrative support to the UN Women Country Representative maintaining full confidentiality in all aspects of assignment and, in close coordination with the South Africa Multi-Country Office (SAMCO) 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.

**Description of Responsibilities**:
**Provide executive support to the UN Women Country Representative South Africa Multi-Country Office**:

- Manage the Country Representative calendar, and schedule of appointments and meetings;
- Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative South Africa Multi-Country Office;
- Maintain roster of South Africa Multi-country office contacts; update electronic mailing lists;
- Answer and screen calls for the Country Representative with tact and discretion;
- Manage administrative files on the Country Representative mission travel and mission reports;
- Research files, collect information and organize materials to meet the Country Representative requests.

**Provide administrative support to the UN Women Country Representative South Africa Multi-Country Office**:

- Undertake the logístical, 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 Country Representative for meetings, missions and other key events;
- Organize and monitor the office filing system;
- Follow up with the Country Representative on deadlines and commitments.

**Provide effective communication and information management support to the South Africa Multi-country Office**:

- Facilitate flow of information and communication between the UN Women Country Representative Office 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;
- 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.

**Provide support to the Country representative South Africa Multi-country office’s external relations activities**:

- Facilitate the Country representative 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, and coordinate logístical 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.

**Competencies**:
**Core Values**:

- Integrity;
- Professionalism;
- Respect for Diversity.

**Core Competencies**:

- Awareness and Sensitivity Regarding Gender Issues;
- Accountability;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:
**Functional Competencies**:

- Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and
- information flow;
- Good 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.

**Education and Certificati

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