Background

Organizational Context:          

UN Women Mozambique Country Office is looking for a dynamic UNV Executive Assistant to work under direct supervision of the UN Women Representative, and to provide a variety of executive administrative support in the Office of the UN Women Representative for a duration of one year. The incumbent shall facilitate the efficient flow of information and communication within the Office of the UN Women Representative to ensure expeditious dissemination of information and timely action.  The UNV Executive Assistant will have an opportunity to gain valuable experience and learn skills such as planning, time management, document and knowledge management, managing interpersonal relations, networking, and developing communications skills suitable for work in an international organisation.

The UNV Executive Assistant works in close collaboration with the Programmes and Operations Team of the Mozambique CO as well as in the region.The incumbent is expected to exercise full compliance with UN Women rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.

Duties and Responsibilities

Under the overall guidance and direct supervision of the Representative, the UNV Executive Assistant will undertake the following tasks:

1. Provide administrative support to the UN Women Representative
2. Facilitate effective communications and information management support
3. Support to external relations activities 

1. Provide administrative support to the UN Women Representative

• Provide administrative support to the UN Women Representative ensuring the smooth and efficient functioning of the UN Women Representative’s office,
• Assemble briefing materials and prepare power-points and other for the UN Women Representative.
• Support the UN Women Representative in managing his/her calendar and schedule of appointments and meetings.
• Arrange travel/hotel accommodations and other logistics for the UN Women Representative.
• Under the guidance of the Operations unit, undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the UN Women Representative.
• Administer and manage the office leave plans and attendance system.
• Maintain the roster of the UN Women Representative’s contacts for easy access and reference.

1. Facilitate effective communications and information management support

• Facilitate the flow of information/communication between the UN Women Representative Office and other Units within and outside UN Women office and enhance this flow of information/communication as needed.
• Review, prioritize and route correspondence to and from the Office of the UN Women Representative. Follow-up action and keep the UN Women Representative informed.
• Review correspondence for proper internal clearances prior to the UN Women Representative’s signature.
• Respond and/or direct inquiries to the appropriate UN Women Unit for timely action and/or response.
• Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.

1. Support to external relations activities 

• Support the UN Women Representative’s interaction with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices.
• Responsible for protocol matters, receive high ranking officials, and answer calls/inquiries with tact and discretion.
• Organize official events/hospitality for the UN Women Representative.

Perform any other duties as may be assigned by the management of the CO.

Furthermore, UN Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Competencies

• The key results have an impact on the efficiency of the UN Women Representative’s office.
• Accurate analysis and presentation of information strengthens the capacity of the Representative’s office and promotes the image of UN-Women as an effective contributor to the development of the country.
• Incumbent’s own initiative is decisive in achievement of the desired results.
• Results and lessons learnt documented

Required Skills and Experience

• Completion of secondary education required. University degree or equivalent in Business or Public Administration is an asset.
• A minimum of 5 years of administrative experience preferably in a large or international corporation or organization.
• Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems.
• Language Requirement: Fluency in written and spoken English and Portuguese

            Eligibility: Only Nationals