Ajira Mpya UNDP United Nations Development Programme Executive Associate

Executive Associate
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Secretary & Office Admin
Details
Employer Name: United Nations Development Programme
Organization Type: NGO
Role: Experienced
Position Type: Full Time
Location: Dar Es Salaam
Other Dar es Salaam District
Application Deadline: 10-04-2017
Listed on: 05-04-2017

Description

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.
United Nations in Tanzania is a One UN Pilot, implementing UN Reform through Delivering as One (DaO) with twenty UN agencies operating under One Programme - the UN Development Assistance Plan (UNDAP), UNDAP I (2011-2016) and UNDAP II (2016-2021). Through the UNDAP UN Women supports its partners in implementing and monitoring the international and regional agreements on women’s rights and developing capacity to integrate gender equality into national and regional development strategies, laws and policies. UN Women contributes to results in five of the ten UN Programme Working Groups with staff based in Dar es Salaam.
Reporting to Country Representative, the Executive Associate 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 Country Office (CO) 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.

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

2. Provide administrative support to the UN Women Country Representative
• 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 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.

3. Provide effective communication and information management support
to the CO
• 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; 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.

4. Provide support to the Country Representative’s Office’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;
• Receive and greet high ranking officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, and 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.
Competencies
• Integrity;
• Professionalism;
• Respect for Diversity;
• Ethics and Values;
• Organizational Awareness;
• Development and Innovation;
• Work in teams;.
• Communicating and Information Sharing;
• Self-management and Emotional Intelligence;
• Conflict Management;
• Continuous Learning and Knowledge Sharing;
• Appropriate and Transparent Decision Making.

Required Skills and Experience
• Completion of secondary education is required;
• Bachelor’s degree in business administration or public administration is an asset.
• 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 with the ATLAS system is an asset.

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