Executive and Administrative Assistant

3 days ago

Fatih, Istanbul, Turkey United Nations Development Programme Full time
Executive and Administrative Assistant (Local Post for Nationals of Türkiye)Advertised on behalf ofLocation :Type of Contract :

Service Contract

Starting Date :Application Deadline :

11-Sep-24 (Midnight New York, USA)

SB-3

Duration of Initial Contract :

1 year initially with possibility of extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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.

The Executive and Administrative Assistant (EAA) reports to the Deputy Regional Directors for Europe and Central Asia (ECA) with direct guidance from the UN Women Executive Associate as part of "the "ECARO Executive Office". The EAA also provides administrative support to the Regional Operations Manager (ROM). The Executive and Administrative Assistant is responsible for providing a variety of executive administrative and operational support to the "ECARO Executive Office" 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.

Duties and Responsibilities

Provide effective communication and information management support to the "ECARO Executive Office" in support of the Executive Associate

  • Support in the flow of information/communication between the "ECARO Executive Office" and other Units within or outside of UN Women;
  • Review, prioritize and route correspondence to and from the "ECARO Executive Office"; 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 provide editing as and when needed;
  • Assist in the preparation and finalization of informal translations; act as informal interpreter if required;
  • Provision of effective communications and information management support to the ECA Regional Office;
  • Review the generic website email addresses and distribute emails as relevant;
  • Maintain up to date mailing lists and important contacts.
  • Answer and screen calls for the "ECARO Executive Office";

Provide daily support for an effective and efficient "ECARO Executive Office"

  • Direct support to the day-to-day functions of the Deputy Regional Director
  • Support in calendar and schedule of appointments and meetings in the "ECARO Executive Office";
  • Prepare talking points and speaking notes for the "ECARO Executive Office";
  • Arrange travel and hotel accommodations and take logistical preparation lead for the "ECARO Executive Office";
  • Support in the organization of meetings, events, and workshops for the "ECARO Executive Office" including VIP Visit;
  • Provision of coordination between "ECARO Executive Office", Senior Management, HQ and other offices;
  • Liaise with government officials and Ministries on key agency related issues;
  • Support to external relations activities - (facilitating communications, meetings and events with external stakeholders and partners);
  • Back stop the Executive Associate when absent.

Provide administrative and operational support to the management and Operations Unit

  • Provide support for the logistics preparation and organization of ECA RO events for Executive/management office;
  • Provide support in the maintenance and circulation of personnel data and other contact databases for security and other related uses.
  • Assist in workshops, event, and travel arrangement as and when required for RO events.
  • Process micro-purchase procurement requests as necessary for ECA.
  • Create invoice in quantum as and when required for management projects.
  • Provide support in other operations and programmatic administrative areas as requested.

Contribute to knowledge building and knowledge sharing.

  • Effective knowledge management and sharing within ECARO and Country Offices;
  • Build and share knowledge and experience related to administrative and operations support.

Key Performance Indicators:

  • Timely and quality support to the "ECARO Executive Office"
  • Quality presentation of information
  • Quality and timely organization of events/ meetings
  • Adherence to protocol

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Stakeholder Engagement
  • Leading by Example
  • 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.
Required Skills and Experience

Education and certification:

  • Completion of secondary education is required;
  • Bachelor's degree in business administration, finance or public administration is an asset.

Experience:

  • At least 5 years with secondary education or 3 years with bachelor's degree 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 and/or Quantum system is an asset.

Language Requirements:

  • Fluency in English and Turkish is required;
  • Knowledge of the other UN official working language is an asset.
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